chbo handbook

The Corporate Housing

HandbookHow to get started renting your property

Updated January 2013

CHBO GuaranteeCHBO guarantees that you will rent your property within 30 days from the time you purchase your property listing. If you are unable to rent your property within 30 days, CHBO will extend

your annual listing for free for an additional six months past your current expiration date.

The CHBO team has assembled this document to support you in renting out your property as a corporate rental. It is intended to help you align your property with the generally accepted and expected corporate housing industry standards and it is not intended as legal advice.

Corporate Housing by Owner (CHBO) is a marketing website for corporate housing property owners and tenants interested in furnished and unfurnished short-term monthly rentals. To learn more about corporate housing, emerging trends and how to better manage your

corporate housing rental:

• Connect with CHBO on Facebook, LinkedIn, YouTube or Twitter

• Learn more at the CHBO Blog

• Visit www.CorporateHousingbyOwner.com

• Call a CHBO Property Specialist at 877.333.2426.

CHBO Property Owner Handbook

Table of Contents

How to Get Started with Renting your PropertyPage 4

Checklist of Steps to Take

Is Your Property Right for Corporate Housing Page 7Who Uses Corporate HousingCorporate Housing Versus a Traditional, Long-Term RentalHome or Condo?What to Know Before Investing in a Corporate Rental PropertySetting Your RatesWeekly Rentals?

Tips to Being a Successful Landlord Page 11Five Tips to Being a Successful LandlordThe Three Elements to Profitability

Why CHBO Page 13Eight Reasons to Choose CHBOTestimonials

CHBO Complete™ Page 16What is CHBO Complete?How CHBO Complete WorksActivating the CHBO Complete Icon

Property Preparation Guide Page 19Prepare Your Property for a Corporate TenantPrepare a Property ManualBuy Furnishings for your PropertyThink About the Style and Quality of FurnitureFurnishing TipsSpruce It UpFind Ways to be Eco-FriendlyRooms – Bedrooms, Bathrooms, Dining, Living, Kitchen, OtherDetails – Technology, Utilities, Cleaning, Plants, Trash, Mail, Pets, Pet QuestionsMaintenance – Cleaning, Trash, Pets

Rental Cars

Marketing Your Property 9Marketing IdeasMarketing Budget?PhotosVirtual TourTrack Your SuccessAvailability CalendarText Message AlertsMore Tools on CHBO

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(877) 333-2426 | [email protected] | www.corporatehousingbyowner.com - 2 -


Handling and Managing Tenants 4Initial ContactConverting Inquiries into RentalsNegotiating with Potential TenantsCredit and Background ChecksAccepting Credit CardsLiability InsuranceTravel and Damage InsuranceRental ApplicationInspection ReportLease AgreementKeys and AccessSecurity DepositsAvoiding Security DepositsReduce Vacancy Between TenantsRental ScamsCollectionsTenant ReviewsTips to Soliciting More Reviews

Appendix A More on Preparing Your Property: Property Inventory List Page 44

Appendix B More on Marketing Your Property: Writing an Effective Listing Page 46

Appendix C More on Corporate Housing: Executive Summary - 2012 “by Owner” Corporate Housing Report

Page 50

Appendix D CHBO Marketing Tools and Add-ons Page 53

Appendix E Becoming a CHBO Affiliate Page 55



How to Get Started with Renting your Property

Checklist of Steps to Take

Watch our 90 second video to learn how easy it is to get started with CHBO. Click on the icon to watch it or visit http://youtu.be/lwEv4igyKNw.

If you are not sure where to begin, you have come to the right place. We’ve put together the following checklist to help you get started. If you review this list and have additional questions, please call a Property Specialist at 877.333.2426 to get a free evaluation of your property.

Remember, CHBO has the ability to list and advertise properties from around the globe, including rental listings from outside North America. Cities such as Panama, Switzerland and Costa Rica are being added every week.

Review This Handbook:

Read this CHBO Handbook to understand the ins and outs of corporate housing, furnished property management and what it takes to be a corporate housing landlord.

Prepare Your Property Inventory List:

Use the Inventory List in the Appendix of this CHBO Handbook as a checklist to ensure that your rental meets at least the minimum number of desirable features and standards expected by corporate tenants. Owners are encouraged to give tenants a specific inventory list that can serve as an inspection report at arrival and departure.

Prepare Your Property Guide:

Follow the Property Preparation Guidelines described later in this Handbook to make sure that everything is ready to meet your tenants’ expectations.

Remember, if your property is unfurnished, you can still market your property as a corporate rental by working with a local furniture rental company to provide options to potential tenants. Remember, some tenants are looking for “deals” and may be okay with only partially furnished properties. Just be sure your listing says what furnishings you have and what you don’t have too. If using a furniture rental company see if they offer the “CHBO Discount” for properties marketed on CHBO.

Post Your Property on CHBO:

• Register as a property owner on www.CorporateHousingbyOwner.com Click the red “Register Now” button on the top of the CHBO homepage. Select “Register to Advertise”. Registration gives you access to additional useful information and documents through your “MyCHBO” account.

• Create your CHBO property listing. (For detailed tips, refer to the “Write an Effective Listing” section in the Appendix of this Handbook.) Login to your MyCHBO account (“Member Login”), and “post a property” or “continue a listing.” Type in your marketing information and upload your photos. Your information saves as you go, allowing you to return and complete the listing at any time.

• Purchase your annual listing. After completing the property listing, click “Purchase Listing.” If you have logged out, log back into your MyCHBO account (“Member Login”). Click the flashing “Continue with your property listing” button. From your property listing, select “Purchase” and submit your credit card information. Please note: Your listing will go live when your credit card has been processed AND a CHBO Property Specialist has approved your listing for authenticity and accuracy.

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Set Up CHBO Complete™:

Review the description of “CHBO Complete™” in this Handbook. If you’ve completed the steps necessary to become CHBO Complete™ and properly prepared for your tenant, return to your MyCHBO account and activate the CHBO Complete™ icon. This icon will now appear on your property listing and will instantly make your listing more attractive and credible to potential tenants.

You can also watch a video and download documents about CHBO Complete™ on the CHBO website at http://corporatehousingbyowner.com/corporate-housing/chbo_complete.

Understand how potential tenants search for you.

CHBO has advanced search functionality to make it easier for tenants to find you on the CHBO website. Potential tenants can search for your property based on:

• Location• Property ID• Rental Term (nightly, weekly, monthly)• Mile Radius• Rental Rate ($$)• Bedroom Count• Furnished or Unfurnished

• CHBO Complete™

• Keywords (another reason for you to pump up those keywords!)• Pet Friendly (or not)• Move-In Now (property is available today!)• Map View• Property Type (apartment, house, etc.)

CHBO offers more information on its search functionality, as well as a “how-to” video online its website at http://www.corporatehousingbyowner.com/corporate-housing/How%20to%20search%20for%20a%20property.

Availability Calendar:

Turn on and regularly update this valuable tool on your property listing to ensure the tenant inquires about only dates that your property is available.

Text Messaging:

This feature alerts you immediately if you have an email housing request. Turn on this feature located in your property listing to ensure you don’t miss out on a potential rental because there was a delay in getting email leads.

Tenant Credit Reports:

CHBO has partnered with TransUnion to allow you to easily setup an account where tenants can directly input their confidential information without any identity theft fears, and so you can get the reports you need to ensure you have a quality tenant. Visit https://chbo.mysmartmove.com/ to get started.

Move In Now: Get it rented now! This is a free feature that you can activate on your property listing when your property is available for immediate occupancy. This feature adds a “Move In Now” icon to your property for 72 hours and moves you to the top of the list for non-sponsored listings. Potential tenants can search by “Move In Now” properties as well, driving more traffic to your listing when you need it most.

Upgrades: Get your property upgraded to be seen on the Front Page or as a Highlighted or Sponsored listed. You can also upgrade your listing to provide additional photos. All of these tools will give your property additional exposure when you need it. You can learn more about CHBO upgrades on our website at http://corporatehousingbyowner.com/corporate-housing/Special%20marketing%20programs%20and%20rates.

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General Requests:

Get more leads. Tenants frequently complete a general housing request rather than search and contact multiple properties. If you would like to receive these housing requests for your geographic area, be sure to turn on this feature through your property listing.

Monitor Your Results:

Be sure to review your property’s specific weekly statistics by clicking on the “Statistics” button attached to your property listing in your MyCHBO account. This is a great way to make minor tweaks to your listing and then evaluate which property marketing language gets the highest tenant requests. Always be sure to edit your listing for seasonal pricing or special events in your area (i.e. conventions and sporting events).

Knowledge: • Subscribe and/or regularly read the CHBO Blog for tips and trends.

• Join the CHBO Facebook page for specials.

• Download the “2011 By Owner Annual Report” – Participate in and learn from CHBO’s annual report.

• Call us 877.333.2426 and ask your questions directly to a Property Specialist.

• Read the detailed emails you will automatically receive weekly from CHBO as a new member. The emails are chocked full of information about how you can find success on CHBO. Don’t skip these emails – they were created with your best interests in mind!



Is Your Property Right for Corporate Housing?

Who Uses Corporate Housing?

Corporate housing has emerged as more than just an essential business service for relocated or traveling business executives. Today, corporate housing is a full-fledged lodging solution for everyday individuals who need short-term furnished and even unfurnished housing that has the space and convenience of a home on the road. Some examples of today’s corporate housing tenants include:

Individuals: Extended vacations, family visits, divorcees

Businesses: Traveling business executives, relocating professionals, attorneys, auditors, consultants

Sports & Entertainment:

Professional athletes, traveling musicians, theater performers, movie crews, special event coordinators, reporters, photographers

Insurance: Flood, fire, mold, natural disasters - families displaced from their homes

Military: Individuals and families on military assignment

Education: Visiting professors, graduate students, abroad students, interns

Medical: Traveling nurses, extended medical visits, visiting doctors, families traveling for specialized treatment

Government: Legislators, lobbyists, consultants

Corporate Housing versus a Traditional, Long-Term Rental

While corporate housing can be quite lucrative and make your property stand out in a sea of available rentals, it’s not the right strategy for everyone. If you are an investor looking to purchase the right type of rental property, review the following information to determine whether you and your property are the right fit for corporate housing – or whether your property may be a better fit as a traditional, long-term rental property.

The properties that people rent through CHBO often appeal to corporate tenants because they are different than the properties traditionally offered through the full-service corporate housing companies. These CHBO properties are in high demand because they are not found anywhere else.

Location: Corporate housing thrives in urban and business areas where executives travel to often. It also does well near hospitals and universities, which tend to bring on temporary staff or relocate professors or doctors to the area. (Please note these may not be traditional rental areas.) If your property falls into one of these locations, you may want to make it a corporate housing rental and tap into these lucrative opportunities.

Cash Flow: While you will typically get a higher annual return with corporate housing, you don’t necessarily get the smooth cash flow that you would from a tenant who is signing a long-term lease. If you need money by the second of each month in order to pay your mortgage, than corporate housing is not for you. With corporate housing, your place will be rented more sporadically and less consistently than a tenant who signs a 12-month lease. In some cases, especially when you work with corporations versus private tenants, you may not get payment for 45 days.

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Nerves: Are you a worrier? Your rental property might sit vacant for part of the year (versus having a long-term, lease-committed tenant). Some people, by nature, worry about these kinds of details and may not have the stomach for investing in a short-term rental property. That said, if you’re more easy-going and enjoy earning higher returns overall, you may be just be the right personality fit for corporate rentals.

Time: Do you have the time? Corporate housing can take more time than traditional rentals because you will have to deal with turnover more often. There may be anywhere from two to 12 transactions on your property per year. If you don’t want to be as active in your property’s management (i.e. you’re not cut out for “by owner” management), then hire a good property manager to handle the nitty-gritty details like prepping the home for the next tenant. AvenueWest Corporate Housing is a full service property management program for CHBO Complete™ properties that is available in some markets. Visit www.AvenueWest.com for more details.

Home or Condo?

What makes a better corporate rental: A single-family home or a condo? This is the million-dollar question in corporate housing, and it’s just one of the considerations to make when deciding the right type of corporate housing investment property for you. Obviously, there are many other factors, too, so do your homework and take a "gut" check to find out what kind of investor you are and what type of property works best for you. Consider these factors when making your decision:

Upkeep: Single-family homes typically require extra upkeep and maintenance (especially if they're older). They require regular yard maintenance, exterior painting, roof repairs, etc. On the other hand, condos only require maintenance within the unit. Generally, the upkeep of the exterior and common areas is maintained by the Homeowners Association (HOA) and is part of the monthly assessment. Condos create reserves from HOA fees to manage major exterior updates or repairs (i.e. a new roof).

Costs: Single-family homes come with monthly costs like trash, heating, water, lawn mowing, etc., and each needs to be paid separately. The good thing is that some of these costs (such as heat and water) will fluctuate depending on the season and the occupancy. Your costs will vary depending on whether your home is vacant, has one tenant, or has multiple tenants. Condos require you to pay a monthly assessment, regardless of whether someone is living in the unit or not. However, most condos include heat, exterior maintenance, trash, building insurance, and water in their monthly fees.

Commitment: Generally, single-family homes take more time to manage and require a more active, hands-on investor. There are a lot more things that require upkeep and maintenance in a home than in a condo. For investors with little time, a condo can be a great, worry-free way to go.

Value: While resale value depends on the location, single-family homes are typically easier to resell and hold their value over the long-term. A condo building with 500 units may have 10+ units for sale at any given time, making it difficult to sell your unit at a competitive price.

Investment Goals:

Is your goal to build equity in the property? Create a positive monthly cash flow? Create the biggest tax deduction? Have a property you can use from time to time? Simply rent until the real estate market gets better? Make sure you are clear on your goals, particularly what you expect to get out of the property and why. These answers will allow you to make a better assessment of your success at the end of the year.



What to Know Before Investing in a Corporate Rental Property

If you’ve decided that corporate housing is right for you, here are some important considerations to make before you purchase a property specifically for use as a corporate housing rental.

Evaluate Price per Square Foot:

Evaluate price per bed, not price per square foot. While some people think more space or a bonus room are great perks for a home they are going to live in, keep in mind that it’s just added liability for a home you plan to rent. Purchase the smallest square footage with the most number of bedrooms. Just like a hotel, when you rent out a corporate rental, it’s priced per bed, not by square footage.

Avoid First Floor Units:

If you’re purchasing a condo as a rental property, avoid first floor units. People who don’t know the city may not feel as safe in a first floor unit (which can negatively affect your rental success), and often, people will use a first floor rental to advertise a business that they may conduct in the unit.

Location Matters:

Location. Location. Location. Location can singly-handedly ensure your property is rented continuously. Look for homes in urban areas, near train stations and airports, and close to universities and hospitals. Typically, these locations rent well and have the best resale value.

Functionally Obsolete Homes Can Make Good Rentals:

Don’t rule out functionally obsolete properties. Sometimes a property that is a poor long-term home is a perfect short-term, furnished rental home. For example, homes with tiny closets or kitchens (which some consider functionally obsolete) make wonderful furnished rental properties because they are usually less expensive to buy and provide good cash flow.

View & Amenities Matter:

Views and amenities matter. When people are visiting a new city for business or pleasure, they want to enjoy all the city has to offer. Corporate tenants like city views, covered parking and free gym access. Keep these things in mind when creating a desirable corporate rental property.

Setting Your Rates

How you price your property is vital to your annual occupancy and to your financial success. Smart pricing will allow you to hit the appropriate target market and optimize your income. Rental rates are generally determined by the area in which the property is located and the number of bedrooms. A single-family home can vary in price and give you a better cash flow, on average. Traditionally, more condos are offered as corporate rentals, so condo rental rates may be more competitive.

Many tenants who rent on a month-to-month basis will pay a premium for flexibility. Typical corporate housing tenants will expect a lower rate for signing a six month lease or longer. Consider offering a range of rates based on the length of stay. Here are some strategies to follow when pricing your property:

Call Call traditional corporate housing companies to obtain their rates.

Visit Visit extended stay properties in your area and compare the value and rates.

Review Review your local newspaper listings to discover what other property owners are charging.

Seasonal Remember to stay on top of seasonal rate changes or special events in your area that may limit supply and up demand. Adjust your rates accordingly.

Review & Revise

Annually review hotel, extended stay and corporate housing rates in your area to make sure your rates are still on par.



Weekly Rentals?

From time to time you may be asked by a potential tenant if you would be willing to rent out your property for a week-long stay, and usually those booking for week-long stays are looking to book for a future date. While most corporate housing stays are at least a month long, it’s not uncommon for corporate housing owners to be approached with this question. So should you do it? The answer to this question is “yes” and “no.”

Yes: You should consider pre-booking week-long stays if your property is located in a market that is prime for vacation tenants (perhaps during tourist seasons). This allows you to charge premium weekly rates and may help you capitalize on greater income potential. You should only do this if you feel comfortable that any advance booking you take won’t deter potential long-term corporate housing tenants – because then you may lose a potential long-term renter in the process.

No: Is it legal in your city and allowed in your building? Are you prepared to collect and pay the correct city and state lodging taxes? If your market is not in prime vacation rental territory, then don’t offer it for anything less than a 30-day rental for advanced bookings (a month or more in advance).

The true formula for annual revenue success in the corporate rental business is occupancy, and this is best achieved through longer-term tenants of one month or more. If you secure a week-long rental, you might tie-up your property and thereby prohibit a future tenant from staying in your property for the long-term.

Many corporate tenants give little advance notice and need to see immediate availability. Remember, longer rentals create less wear and tear on your property too, so it often makes good business sense to stick with longer-term rental strategy.



Tips to Being a Successful Landlord

Five Tips to Being a Successful Landlord

Corporate housing landlords typically earn up to one-third more income than their counterparts who only offer annual lease agreements of unfurnished properties. Corporate housing landlords also attract high-quality tenants, including relocated or traveling professionals, athletes, nurses and visiting professors – all who generally care for and create much less wear and tear on a property.

The trade-off is that being a corporate housing landlord is much different than being a traditional landlord. Corporate housing landlords work with more tenants throughout a year, deal with more turnovers, and incur higher fees because they pay for things like cable TV and high-speed Internet year-round.

The Internet has made it easy for more homeowners to turn into do-it-yourself landlords because they can connect in real-time with potential tenants. However, landlords should take the time to understand the unwritten rules of what it takes to be successful in the world of corporate rentals.

Understanding the following five rules of being a corporate housing landlord helps ensure a positive corporate housing experience for all.

The 5 Rules of Being a Corporate Housing Landlord

1. Micromanage

the Property:

While some corporate housing landlords take a laid back approach to renting out their homes, truly successful corporate housing landlords know they need to be hands-on. For example, landlords should be constantly marketing their properties to line up their next tenant. They need to regularly communicate with tenants to get feedback and promote future leads. They also need to provide property manuals, maps or guides on items, such as how the property works, what to do with the trash or who to contact for maintenance emergencies. All these efforts will ensure the property is properly maintained – which is very important because the property will need to turn over quickly to be ready for the next tenant.

2. Provide

Quality Inventory:

Corporate housing tenants are accustomed to having quality furnishings and accessories that are free from excessive wear and tear. Successful corporate housing landlords make sure their inventory is impeccably clean, up-to-date, and in line with standards of the corporate housing traveler and corporate housing industry. While these landlords don’t have to purchase top-of-the-line goods, most use industry vendors or spend time watching for sales and get good deals to help properly furnish the property. Don’t even think about providing an old, dingy toaster oven or used linens.

3. Keep Prices

Current:

Corporate rentals command, on average, one-third more rental income than regular rentals. This fact alone can make someone anxious to tip their hat into the corporate rental marketplace. But the good corporate housing landlords knows that pricing a property can be challenging and isn’t a one-time effort. Continuously monitor area trends – see how other corporate rentals, hotels and extended stays in the area adjust their prices depending on seasonal fluctuations and events in the area. If you only set your prices once, you may under-price or over-price at any given time, depending on the season.

4. Keep It Clean

(Sniff Test):

Just as someone walks into a hotel room and expects it to smell fresh and clean, a corporate rental should smell fresh and clean, too. The typical corporate housing tenant is a traveling professional or relocated executive, and he or she will not settle for unsanitary conditions. Be sure to clean the carpets regularly and wash the sheets and linens between tenants. Many corporate housing landlords maintain a weekly, bi-monthly or monthly cleaning service, which tenants typically like. Landlords say it does a great job at keeping the unit smelling like roses.

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5. Make Your

Tenants Your Attention:

Give your tenants your attention and make the effort to maintain good communication with them. Doing so will pay off through repeat business and referrals. Some landlords take the philosophy that they don’t want to be bothered with tenant needs; however, successful landlords know that being “bothered” comes with the territory. As a landlord, always make yourself available to your tenant by giving him or her your cell phone number and email address. In a world of instant communications via blogs and chat rooms, treating your tenants well is the best way to ensure you maintain a great reputation.

The Three Elements to Profitability

Your ability to attract and retain tenants depends on each customer‘s experience with you and your property, particularly in competitive markets. Careful attention to detail is critical. Here are the three crucial elements to running a successful and profitable corporate housing rental.

1. Properly Prepare Your Property:

How you physically set up your unit (such as your furniture, utilities, linens, etc.) is important. A clean unit is the first step to creating a “first impression” that will get you the strong positive reputation you seek. If you want to charge market rates comparable to professional corporate housing companies for your property, then your unit must reflect that rate from the first day. Even if you list your unit below market rates, don’t expect that any tenant will put up with mold in the bathroom, worn carpet or a dirty kitchen.

2. Strategically

Market Your Property:

To get the annual occupancy you want from your rental property, it is critical to strategically market your rental. Take the time to create a marketing plan, and treat your rental like a business. In addition to marketing online, there may be some good local publications or real estate agent connections that will get you the hard-to-find tenant.

3. Maintain

Great Tenant Relations:

How quickly are you able to connect with a tenant? Do you have all your leasing and property documents ready ahead of time? How well do you serve your tenants' needs during their stay? How well do you close your relationship with the tenant through the departure process? If you do all these things well, you will be well on your way to a strong reputation and repeat business.



Why CHBO?

Eight Reasons to Choose CHBO

There are different ways you can market your corporate rental property and find tenants. Here are eight (8) reasons to choose CHBO to help you do that.

1. Increase Your

Profits:

By providing detailed written support, individual help through our Property Specialists and through the thousands of corporate tenants we have developed over the years CHBO enables individual property owners to avoid paying steep management and leasing fees that eat away at their potential profits. In addition, the broader exposure afforded by the CHBO website helps owners enjoy higher occupancy rates, which translates into higher returns.

2. Get the Resources You Need as Property Owners:

CHBO provides direct consultative services, comprehensive educational tools and information, including an annual “By Owner Corporate Housing Report.” CHBO’s goal is to ensure property owners understand the industry and can properly tailor their properties to meet the discerning tastes, varied expectations and specific needs tenants have.

3. Get Guaranteed Success:

The success of each property owner is very important to us. To help give you peace of mind in CHBO and to demonstrate our belief in our high-caliber leads, CHBO guarantees that you will rent your property within 30 days from the time you purchase your listing. If you are unable to rent your property in this timeframe, CHBO will extend your annual listing for free an additional six months from your expiration date.

4. Attract High-Quality Tenants:

CHBO makes it easy for business people and other travelers to find quality corporate housing rental properties by directly connecting tenants with property owners and providers throughout North America (in all cities – not just in major cities where traditional corporate housing companies typically only focus).

CHBO significantly increases a tenant’s chances of finding quality accommodations that meet a range of discerning tastes and needs. Tenants receive ample information about a property through detailed listings, pictures and user reviews, so they can make an educated decision about where they want to rent. Also, the listings on our site have been carefully reviewed and approved by a CHBO Property Specialist before being posted live on CHBO – tenants like this because they don’t have to sift through spam property listings and the chance of a potential scammers is slim.

The exclusive “CHBO Complete” program is the only certification program of its kind. CHBO Complete allows the experienced renter to quickly and easily identify properties that meet or exceed the expected amenities of a quality corporate housing property.

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5. Work With a

Company that Has 30+ Years of Industry Experience:

CHBO is the recognized world leader in “by Owner” Corporate Housing. Visit CHBO In the News for articles about CHBO and its success in publications like the New York Times, USA Today, Costco Connections and SmartMoney.com.

The CHBO team pools together 30+ years of direct corporate housing and furnished property management experience. We have worked hard to document and share as much of this knowledge as possible allowing you to achieve maximum income on your property.

CHBO is the only online portal that offers detailed information on how to be a successful corporate housing landlord. Our industry experience uniquely qualifies us to understand what tenants are looking for and what property owners need to provide Your CHBO team works hard to supply you with the information and tools you need to meet and exceed your tenants’ expectations – and be successful

6. One Centralized Solution:

CHBO provides, in one place, housing solutions throughout North America and now internationally based on budget, size, terms and the locations needed by the modern traveler.

7. Flexible Lease Terms:

CHBO allows individual property owners to set the terms of their corporate rentals. Homeowners can rent out their property for six days, six weeks or six months and even keep it listed “for sale” if they are trying to sell their rental property.

8. Gain Broad

Exposure:

CHBO is an active marketing company that works daily with corporations, trade organizations and industries that consistently need corporate housing. This ensures CHBO listings are getting maximum exposure. CHBO will promote your listing to all major search engines, registered corporations and through other housing sites. Here are a few of the ways we get broad exposure for you:

CHBO Corporate User: This is a specialized program for housing coordinators who frequently need housing, allowing them to easily utilize CHBO properties, bookmark favorites and manage large housing projects. Thousands of corporations are already registered on CHBO waiting for your property.

City-Specific Sites: CHBO has developed dozens of city and topic specific websites that give additional exposure for your property. For example: Military Housing - all properties within the CHBO database that offer housing near military bases are pulled onto a separate site that features military housing across the country.

PR: CHBO has reached millions of people through the site and exposure in feature articles and publications like The New York Times, USA Today, LA Times, The Denver Post and The San Francisco Chronicle, in addition to numerous other publications, television news and radio coverage.



Testimonials

CHBO strives to meet the needs of each of its property owners. Here’s a sampling of how we have helped people across North America:

Thrilled…Phoenix, Ariz.

“We have been thrilled with our experiences using CHBO. We received help and ideas on setting up the listing, so it was both easy and effective. The website is also very straightforward and simple to use. And the icing on the cake, our tenants have been wonderful!”

Profitable…La Jolla, Calif.

“I want to share with you how pleased and profitable I have been since I began using CHBO. Your website has been most effective, efficient and seamless in advertising my B&B business. Prior to finding CHBO, I used Craigslist, a time consuming re-posting headache.”

No Problems…Tempe, Ariz.

“I have been listing my condo on CHBO for two years. I have never had a problem with any of the tenants. All of them have been very responsible business people. CHBO is where the professionals shop for temporary housing. Protect your investment property by listing with CHBO.”

Helpful…Pittsburgh, Penn.

“I was told about the CHBO website from a tenant that I acquired on Craigslist. I think the site is great because of all the forms, and the inventory sheet has been so helpful. I knew I needed to add some things, but it helped make the apartment perfect.”

International…Houston, Texas

“CHBO has been great. The majority of my leads and business comes from CHBO. I get business locally and internationally from your website. I have had visitors from as far away as Turkey and just recently from New Zealand. I don’t think I would be reaching so many international visitors without your site.”

2 Condos…Austin, Texas

“We listed our second condo Monday. A guy called yesterday and wired the one-month lease and deposit on the same day. We over-nighted the keys and he is in! How is that for results?”

Amazing…Portland, Oregon

“This service is amazing! I rented my Portland condominium to a great tenant in just of a couple of days after posting. I could have rented it over and over and over. I have a California property I'm posting today, and I anticipate renting it in no time. The quality of the tenants who visit the site is very high compared to some of the free websites, so the membership is worth every cent.”

Quality Leads...Colorado Springs, CO

“We have posted two properties on CHBO, and we are getting really good leads from the listings. With some of the other websites, we get a lot of leads but less closings. The people that contact us through CHBO are very likely to book. The other great bonus about CHBO is that there are real customer service people who can help you and walk you through the process. We have really enjoyed our association with CHBO and plan to add yet another property.”

Occupancy…Centennial, CO

“I have had my condo listed with CHBO for about a year and a half, and have never had to worry about a vacancy. My best client off the website was a person in charge of relocation at her company. She kept my place filled with the last two executives. I always say I wish I owned several condos because I receive so many requests I have to turn down because it is never vacant.”

Statistics…Philadelphia, Penn.

“My unit was finally finished in November and I thought: ‘Oh great, winter is here and the economy is in the tank, I'm out of luck.’ Luckily, CHBO was suggested to me, and it's been great. It’s been fully rented since December with traveling nurses, a young businessman in the area for training, and a doctor. My bookings are through July with possible extension through September. CHBO is finding exactly the right people for my apartment. Also, the statistics section shows me the traffic on my site and forecasts how likely I am to rent. Great site!”


2012 CHBO Property Owner Handbook

CHBO Complete

What Is CHBO Complete™?

CHBO Complete™ is a quality seal that identifies properties that meet or exceed the minimum furnishing standards as stated by the corporate housing industry and expected by the standard corporate housing tenant. The CHBO Complete™ seal assures tenants that the property is well furnished, fully equipped and comfortable.

How CHBO Complete™ Works

The CHBO Complete™ designation allows landlords of distinctive executive rental properties to identify and market their listings as meeting the higher expectations of the discriminating corporate traveler. Property owners, when appropriate self-certify their properties as meeting the CHBO Complete criteria and are expected to adhere to the honor system. The “tenant review process” successfully serves as a checks and balance system.

When a property listing bears the CHBO Complete™ seal, it communicates value to prospective tenants and a guarantee of a quality rental experience. This allows a property to get rented faster because both the tenant and property owner have a common understanding of what is included in the property. This gives properties with the seal a competitive advantage over other properties that do not have it because of the specific demand for these types of quality properties.

CHBO Complete™ Requirements:

Inventory List Follow the Inventory List in the Appendix of this Handbook. It’s a required checklist to ensure that your rental meets at least the minimum number of desirable features and equipment expected by corporate tenants. Give tenants a specific inventory list that can serve as an inspection report at arrival and departure.

Prepare the Property

Use the Owners Handbook as a guide to insure that your property will meet the tenant’s expectations.

Utilities, Internet Access & Cable/Satellite

To qualify as CHBO Complete™ the rental rate for your property must include:

• Electricity & Gas *

• Water*

• Trash pickup or means for trash disposal on premise

• High-speed Internet service (with a modem/router located in the unit). Wireless is preferable but not required.

• Expanded TV channels. This means providing extended basic cable service (i.e. CNN, MSNBC, ESPN, etc). You may need to review your monthly bill and charge the tenant for pay-per-view movies or additional services.

* Utility Cap: Provide the tenant an allowance for utilities and let the tenant know they will need to pay for any overage. Gather averages for the utilities and give the tenant a reasonable allowance. If the tenant does go over the monthly allowance, then send them an invoice for the overage.



Phone (optional) Having a hardwire phone line is NOW optional, but recommended in case of emergency.

Do some research to see if a flat rate package that provides domestic long distance, phone service and high-speed Internet is available in your area and would be cost effective. Just a reminder that phone companies will charge a set-up fee for a new line so your first phone bill will be higher than normal.

Tenants cannot be expected to forward information or be disturbed by numerous calls. If you plan on returning to the property at a later date, we recommend transferring your existing line directly to a voicemail box and establishing a new phone number for the tenant.

Exceptions What if your property is missing just one item like an ice maker or a dishwasher but everything else follows all of the CHBO Complete™ guidelines? Yes you can turn on CHBO Complete™ IF the exception is only one or two items that you cannot easily fix and both your property listing and lease contain these exceptions. If utilities are not included then your property cannot be CHBO Complete™. When in doubt call a CHBO Property Specialist.

BE SURE TO WATCH THE CHBO COMPLETE VIDEO FOR A QUICK OVERVIEW AT: http://

corporatehousingbyowner.com/corporate-housing/chbo_complete

Activating the CHBO Complete™ Icon

Once you’ve used the Inventory Checklist and Property Preparation Guide (included later in this Handbook) to prepare your property, you’re entitled to return to your MyCHBO account and activate the CHBO Complete™ Icon. This icon will show directly on your property’s listing and will provide your property with additional visibility and identify it as meeting the high standards and value expected by the experienced corporate traveler.



Property Preparation Guide:

Prepare Your Property for a Corporate Tenant

A tenant’s first impression of your property is most important, so attention to detail is a must! When you rent a room in a hotel, you have certain expectations and standards you expect to be met. The same applies to your corporate housing rental.

Your property must be a reflection of your rate, especially if you want to maximize your income. If you charge less than market rate, this doesn’t mean the tenant will live with mold in the bathroom, worn out carpeting or a dirty kitchen. All of these items are vital to meeting your tenants’ expectations and developing a positive reputation for future rentals.

Tip #1 The property MUST be clean.

Tip #2 You must use the recommendations detailed in this Handbook in order to achieve high annual occupancy and customer satisfaction.

Tip #3 You should spend an evening in your property to ensure everything works properly.

Prepare a Property Manual

We recommend preparing a detailed property manual and leaving it inside your property. This booklet, at a minimum, should include the following information:

Unit Instructions:

Arrival Departure Key Access Parking Thermostat Trash

Major Appliances Electronics

General: Building Map HOA Rules & Regulations Neighborhood Information

Emergency Numbers:

Fire Police Hospital Maintenance Property Manager

Buy Furnishings for Your Property

A corporate rental requires a significant number of items, and the average cost of furnishing an 800-square foot property is about $10,000 (it can be more if you have an office and additional bedrooms). To furnish your corporate rental, take to heart these tips and follow these simple strategies to get started:

• Keep it simple and cost-effective.

• Don’t spend too much time running around and stressing yourself out.

• Be strategic in your approach. (You’ll find that furnishing a corporate rental is much easier than you think!)

• Remember, time is money and if you’re furnishing a place, you’ll want to do it fast and cost-effectively. Sure, you can look for bargains and run around, waste gas, and end up waiting around for multiple deliveries… Or you can shop for your items in three stores and be done (recommended). Here are the three places you should go to furnish your corporate rental:



Furniture = A Big Furniture Warehouse

Try to get everything from one location and with one delivery fee. Remember to employ consistent style throughout the property. Upholstery patterned fabric generally hides wear and tear. Avoid woods that may get water stained. Make sure the unit is comfortable and usable. Furniture rental companies or staging companies generally have a liquidation area for slightly used furniture that may allow you to buy complete sets at a great discount. CostCo and Sam’s Club are also excellent sources for furniture items.

Accessories = Target or Wal-mart

You can buy just about everything you need in terms of linens, kitchen supplies, decorations, etc. If you want to buy in bulk try hotel supply stores or warehouses. Just like furniture rental companies there are accessory rental companies where you can buy items from them directly and take advantage of their bulk buying power.

Kitchen Kit = Lodging Kit

Kitchen items can be purchased one at a time or you can buy everything in one order from the Lodging Kit Company (http://www.lodgingkit.com/chbologn.html). Call directly and ask for the CHBO package in the quantity you need. The great thing about this is if one plate gets broken you can order just one replacement.

Electronics = Best Buy or a Big Electronic Box Store

Buy all of your electronics at once. Keep it simple as tenants often struggle with complex amplifiers and projection systems. Give your tenant an enjoyable audio and video experience, but don’t overdo it. If you want to market your property as CHBO Complete™ it is a good idea to have a TV in the master bedroom too. Flat screen TV’s are generally expected by tenants.

Think About the Style and Quality of Furniture

It’s important to be consistent in style throughout the property. For example, a kitchen with pink floral wallpaper and a living room with contemporary black leather sofas are not a good match. Here are some tips if you are designing a property from start to finish:

• Make the décor gender neutral.

• Make the furniture practical for everyday use. Chairs should be comfortable and sturdy. Antiques are generally not the best choice because a small, fragile chair may break if improperly used. A tenant may not always know to use a coaster to protect delicate wood surfaces.

• Don’t get furniture that might be too small for some people to enjoy even if it looks fun.• Make sure your property had a good “work space” area for the consultant who may need to work from home.

• Stay away from white sofas and other colors that might easily stain.

• Avoid expensive pieces that may not be completely covered by insurance or security deposits if damaged.

• Know the client you are trying to attract. If the property is be suited for a family or is a high-rise condo best for an executive keep this in mind when you choose the style.

• Flip through a current design magazine to get some decorating ideas.

A corporate rental should not look like a dorm room or your grandmother’s cottage. If your end goal is to rent your property to a corporate executive, take the time to design a property that is up-to-date, stylish and comfortable.



Furnishing Tips

Here are some additional furnishing tips:

Don’t Get Carried Away

Remember, a $5,000 couch won’t get you more rent money, so buy the nicest couch you can find with the smallest price tag.

Negotiate If you’re going to buy all your furniture and/or electronics in one place, ask the store manager if you can have a 10% discount or if they’ll waive the delivery fee.

Understand the Property

Some homes are larger and may be used for entertaining, while others will be used simply for a single person traveling on business. If you think your property may be one used for entertaining, you may need to spend a little more on furnishing the home, such as on extra dishes and silverware, serving pieces and utensils, etc.

Keep It Fresh There are things that get used a lot in a home and can get icky with wear. You don’t want to furnish a rental home with oven gloves that are burned or stained kitchen rags. Buy those items at a low cost and replace between tenants or as needed.

Buy New (No Garage Sales)

While it’s tempting to want to furnish on the cheap and use old items from your house or a garage sale, the best course is to simply buy everything new. Don’t risk turning off a tenant and potentially getting a bad review because you decided to cut corners and put your old dingy blender in the property.

DIY Do it yourself when possible. Try to purchase items that don’t require installation or assembly, or find items that you can easily do yourself. Remember to account for assembly fees in your budget and when you’re considering whether to purchase specific items. Something you think will save you money may end up costing you more in time and energy in the end.

Spruce It Up

You wouldn't go to a job interview or a blind date with wrinkled, mismatched fashion or disheveled hair, would you? Dress it up! There are properties that never see a day of vacancy while other properties simple languish on the market… While a property’s location and amenities have a lot to do with it, a little internal sprucing up can do wonders for improving a rental property's occupancy rate.

Paint: Add some color contrast to your walls – don’t just stick with plain old white. Check out pictures in magazines or go to open houses of other corporate rentals on the market. One or two walls of an accent color can really freshen up a property and take something that looks plain and make it the property they want to live in.

Stand Out: Add a few stylish pieces to make your property stand out. Try to avoid the mass-produced pieces at franchise shops. Instead seek out sales held by staging companies or corporate furnishing stores. Some have warehouses and outlets. If you don’t know where to look, contact a few real estate agencies in town to inquire… they probably know best.

Decorate: In today’s rough and tumble economy, employment is scarce. Hiring a professional decorator probably won’t break the bank if you know you don’t have an eye for designing. In fact, hiring a pro can help improve the desirability of your rental property to ensure maximum occupancy and rental rates.



Find Ways to Be Eco-Friendly

Going green is all the rage, but does that mean you should make your corporate housing rental green too? A primary concern for real estate investors is the perception that green practices are more costly than non-green practices. But the truth is that there are ways to incorporate environmentally responsible practices into your rental property without breaking the bank. And don’t forget that your tenants want it – a recent survey said that 60% of tenants demanded eco-friendly features in their rental property. If you’re looking to go green, take these ideas into consideration:

Recycling Leave recycle bins in accessible places within the property with instructions on what can be recycled and when recycling is picked up. If you live in a condo, leave instructions on where the tenant should unload the recycle bins when they’re full.

Light Bulbs Use compact florescent light bulbs. Remember, putting in energy-efficient light bulbs will likely lower your electric bill and force less maintenance on your home because the bulbs last longer and require fewer changes.

Toilets Low-flow efforts can shave dollars off your water bill and be kinder to Mother Earth – just make sure the shower still provides good flow, and the toilets flush well.

Cleaning Products

Leave non-toxic, eco-friendly cleaning supplies and detergents in the property for your guests to use. The costs for eco-friendly products have really come down. You’ll find the price isn’t far off from the leading brand’s price.

Appliances When the time comes to buy new appliances, replace the old ones with energy-efficient dishwashers and washing machines. Cut your water and energy bill and feel good about saving the planet too!

Power Strips Smart power strips automatically turn off energy-draining LCD TVs and DVD players when they are left in standby mode. When the TV is turned on, the power strip recognizes this and automatically switches all of the devices back on. If you don’t have smart power strips, leave reminders in your property for your tenants to power down when they’re not using their electronics.

Paper Products Consider providing paper towels and toilet paper made from recycled materials.

Thermostats Use a digital thermostat that can be programmed for different times of the day – ask your tenants to turn down the AC/heat when they’re not home. Tenants staying in temporary rentals most importantly want to be comfortable. New “Green” buildings sometimes have thermostats that cannot make a property cooler than 72 degrees. This can cause a tenant to be uncomfortable and they may choose not to stay in the unit. If this is the case protect yourself by adding a disclaimer to the lease, this way the tenant has no excuse to get out of his/her lease early. New wireless thermostats are also now that tap into a wireless internet system allows you to monitor and control the thermostat from an App. Take a look at the Nest www.nest.com

Marketing Market your “green-ness.” Be sure to promote your eco-friendly touches in your property listing with keywords like “green,” “energy-efficient,” and “eco-friendly.”



Rooms: Bedrooms

Inviting décor in the bedroom is an important element in the overall presentation of your property. For overall visual appeal, the bedroom should have a consistent design, including a matching headboard, nightstands and dresser. All closets and drawers must be clean and free of debris. Overall, make sure that stained, worn or scratched furnishings are repaired or replaced before your tenant arrives.

Remember, when you furnish your property, think about every possible scenario and make your property as accommodating to as many types of potential tenants as possible. For example, if you are expecting to rent your property to a corporate executive, you may want to include a desk in the bedroom, and stay away from decorating with pink and flowers.

Furniture: Bed Headboard Dresser Night Stands

Queen-size beds are the standard for master bedrooms; although, king-size is recommended for the master bedroom. Don’t buy a bed with a footboard. You may have a request from a potential tenant who is tall and requires a king bed or queen bed without a footboard. All mattresses must be fresh and clean.

Linens: Bedspread Blanket Mattress Pad Sheets Pillows

Quilts, dust ruffles, duvets, pillow shams, and accent pillows must match or be tastefully color-coordinated. Bed sets must be freshly washed and in good condition.

General: Clock Radio Hangers Laundry Basket Lights

Lighting should include nightstand lamps, arc lights, or ceiling lights to illuminate dressers and additional seating. Each bedroom should have a clock radio.

Rooms: Bathrooms

A “set” refers to the quantity of towels, and it must be twice the potential number of occupants. Sets must match. A full bath must include a shower, toilet and sink. Unsightly bathrooms have lost property owners more leasing deals than any other single feature of a rental. Pay close attention to details in this room.

Towels: Bath Hand Face Bath Mat

General: Plunger Shower Curtain Soap Dish Toilet Brush Waste Basket

All caulking must be free of mold, dirt, and discoloration. Medicine cabinets must be free of rust and stains. Drawers must be clean and scrubbed. Inspect the showerhead and replace if necessary. Decorative items should complement one another in style and color. Replacement light bulbs should be available for light fixtures. Provide a waste basket, soap dish, plunger and toilet brush in appropriate places. Cleaning supplies in the room are optional, but recommended.



Rooms: Dining Room

All properties must have some way of accommodating in-house dining. Whether it is a formal dining room or a kitchen counter with stools, there must be a comfortable place to enjoy a meal alone or with others. Consider arranging a place setting complete with a move-in gift of food to create a welcoming presentation. A “set” refers to the quantity of chairs. It must be a minimum of four and reflect the potential number of occupants.

Furniture: Table Chairs

General: Art Lights

Rooms: Living Room / Living Area

Family rooms establish the unique style of your property and should be furnished accordingly with a sofa, coffee table, end table, television and proper lighting. What is central to a successful rental is if the property has the feel of “home” to prospective tenants. The traveler needs to be able to imagine enjoying his or her evening relaxing in front of the TV, reading a book or phoning home. Spend an evening in your property to experience it from the tenant’s perspective. Remember, style, comfort and attention to detail will maximize occupancy rate and your annual rental income. Remember some fun new technology can also go a long way like Apple TV or an IPod docking station.

Furniture: Sofa Coffee Table End Table

General: Art TV (min 32 in) DVD Stereo Lights

Rooms: Kitchen

Place settings refer to the quantity of dishes, glasses and silverware that must be provided.

• Studios: Set of six matching items (for example, six plates, six forks, six glasses).

• One & Two Bedrooms: Set of eight matching items.

• Three Bedrooms and Larger: Set of 10 matching items.

Our motto in the kitchen is “less is more.” Having one clean, fresh set of the basics is 100% better than having three sets of old, stained, scraped or marked items. Please refer to the required Inventory Checklist in the Appendix for specific items that need to be included. We recommend purchasing a higher quality set of pots and pans; non-stick pans will not last and will need to be replaced frequently.

Cooking utensil sets are available in presentation containers that can be placed on the counter. Presentation containers add a nice dimension to the kitchen and help avoid messy drawers. Do not buy white cooking utensils as they stain easily and will need to be replaced. A knife set in a butcher block stand is also cost effective and keeps the kitchen well organized. Drawer organizers are a must. Kitchen items can be purchased one at a time or you can buy everything in one order from the Lodging Kit Company (http://www.lodgingkit.com/chbologn.html). Call directly and ask for the CHBO package in the quantity you need. The great thing about this is if one plate gets broken you can order just one replacement.

A complete kitchen inventory checklist is found in the Inventory Checklist available in the Appendix.



Other

General Phone Iron Ironing Board Vacuum Washer/Dryer Snow Shovel Garage Broom Fan

Light Bulbs Keep a supply of light bulbs under the kitchen sink to avoid a tenant calling and asking you to replace one.

Details: Technology

In high-end rentals, if you expect to get top dollar for your rental, then your entertainment electronics need to complement one another and appeal to a high-end tenant. Remember some fun new technology can also go a long way like Apple TV or an IPod docking station.

TV The property needs to have at least a 32-inch color television. An additional television in the master bedroom is a plus. Now tenants generally expect flat screen HDTVs.

Stereo A radio and CD player are a must. An iPod docking station is nice.

DVD Player A DVD player needs to be hooked up to the main TV.

Details: Utilities

To qualify as a CHBO Complete™ property, you must provide electricity, water, trash pickup, high-speed Internet service and expanded TV channels. You may want to provide the tenant an allowance for the utilities in which you add in as part of the total rent. Gather averages for the utilities and give the tenant a reasonable allowance. If the tenant goes over the reasonable allowance, invoice them the difference. Monitor their usage on a month-to-month basis.

Cable or Satellite TV

You are responsible for providing extended basic cable service. Tenants will need to have access to news channels and sports networks (i.e. CNN, MSNBC, ESPN, etc.). You may need to review your monthly bill and charge the tenant for pay-per-view movies or additional services.

Internet Connection

You are responsible for providing high-speed Internet service with a modem/router located in the property. CHBO Complete™ properties must have high-speed Internet service. A wireless modem is a plus. Make sure to leave detailed instructions to ensure the tenant can access the service and save you from having to spend a lot of time showing each new tenant how it works.

Phone Having a phone in the property is optional – it is however highly recommended in order to allow the tenant to call emergency numbers in case of an emergency. You should discuss with the tenant whether you will invoice them for long-distance calls, turn off the long-distance feature with your phone company, or include unlimited local and long-distance rates in your rental price.

Remember, tenants should not be disturbed with your personal phone calls, so avoid using this phone line for personal reasons. If you plan on returning to the property at a later date, transfer your existing line to a voicemail box and establish a new phone number for the tenant.

Phone companies will charge a set-up fee for a new line. VOIP or Voice Over Internet Protocol phones are a good way to cut down on costs and provide complimentary long distance to the tenant.



Details: Cleaning

Many CHBO landlords have noticed that their tenants stay an average of three to six months. This is great by all intents and purposes, but tenants who stay for multiple months may not always be the best housekeepers. To ensure your home gets regularly cleaned, leave cleaning supplies on hand for your tenants to use. Mark them clearly as to their purpose. (You don't want furniture polish being used on your hardwood floors!) Keeping supplies under the kitchen and bathroom sinks will provide hints to your tenants to tidy up.

Communication is key to keeping your property well maintained. Make sure you talk to your tenant about their responsibility in cleaning the home and reporting any maintenance issues to you right away. Build this into your contract so you protect yourself and your investment. If they are too busy to maintain the property, you should charge them a fee to bring in the maid/cleaning service – a fee they may happily pay in exchange for not having to scrub toilets and floors.

Keep in mind that most tenants want one rental rate without additional charges. Whatever method you choose, always leave cleaning supplies in the unit for tenants to use during their stay. Mark the supplies with the property address and note in your property manual that supplies must stay in the property.

Maid Service: One of the best ways to keep your rental home looking clean and maintained is to simply build into your lease agreement a bi-weekly or monthly maid/cleaning service. Doing so will ensure the property gets thoroughly cleaned, and there is no deferred maintenance needed when you're not around to inspect it. You can access a list of national and regional cleaning services on the CHBO website under “Resources”.

Departure Cleans:

Before you rent your property, you need to decide who is responsible to clean the unit at the end of the lease: you or the tenant? If you or a cleaning company will clean the unit when the tenant departs, you may want to consider charging a departure fee to cover the cost. Even if you require that each tenant leave the property clean upon departure, the ultimate responsibility for making the property ready for the next tenant is yours. If you hire a cleaning company, make sure to hire a local cleaning company that you can trust and who is bonded and insured. The best way to protect your investment and collect on damages is to do a video property inspect. Make sure the time/date stamp is turned on, let your tenant know you have a video inspection of the property before they arrived and you will video the property again after they depart.

Details: Plants

Plants can be a visual asset of your property, but it is highly unusual to find a tenant who will remember to water regularly. If your property is a year-long rental, you can hire a commercial watering service or remove the plants. If your unit only rents for part of the year and you will be occupying it the rest of the time, check with your tenants about whether they would be open to watering if you provide reminders.

Details: Trash

Make it as easy as possible for your tenant to take out their own trash, especially if it is a complicated process. If your property is in a high-rise complex and the tenant has to find a dumpster in the back of the garage and bring a special key, you may want to consider drawing them a map. There is nothing worse than checking your property when a tenant departs only to find several months of garbage left behind. Tenants will generally only do what is easy. Put instructions in your property manual and a reminder sheet next to the phone in the kitchen.



Details: Mail

While not recommended, tenants may have their mail sent to your rental address. If they can find an alternative way to receive mail, that is better, but if they must use your mailing address they will need access to the mailbox. You can provide them with a mail key, but we recommend you charge a $25 security deposit to ensure return of the key.

If your tenant is using your mailbox, you should not ask them to regulate your mail. Make arrangements prior to your departure to ensure your mail is forwarded to you.

Further, it’s important to include in your rental agreement that you are NOT responsible for any mail lost after the lease end date and that the tenant is required to put in a change of address notice with the post office in time for the lease end date. After the tenant departs don't let the mail carrier deliver mail for that person by putting a notice in the mail box or telling the deliverer personally. If any mail comes, simply mark on the letter "Return to sender no longer at this address".

Details: Pets

Americans love their pets, and when possible, many take their pets along when going on lengthy business trips. In the 2011 CHBO “by owner” Annual Report, we found that 47% of corporate housing landlords allow pets. If you have a corporate rental and have not considered ways to appeal to the growing number of business travelers who commute with their beloved dog in tow, you may want to rethink your pet strategy. On one hand, your property is furnished, so there are things that can easily be damaged by a pet. On the other hand, you want to maximize the number of tenants you attract. After all, this is an investment, and you don’t want your home sitting idle without any tenants. So, while pets can be a pain, property owners should make every effort to allow them. Here’s why:

More Tenants: It’s unlikely that an executive or family traveling with a pet for months at a time would want to stay in a hotel, so a corporate rental is quite attractive for this audience. If you have a property that is not centrally located, allowing pets might be one of the few ways you can attract a constant stream of tenants to your property.

More Money: You can charge more for tenants who bring along a pet, and you can demand a larger security deposit, too. People traveling with pets expect this, and they’re happy to oblige because they simply want to bring Fido along.

Fees: The average refundable pet deposit, as reported in the CHBO “by Owner” 2011 Annual Report is $346 and the average non-fundable pet deposit is $175. Think about charging a higher departure fee if a pet is involved and make sure you use the fee to have the carpets and upholstery cleaned to make the property ready for the next tenant who may be allergic to pets.

Undisclosed Pets:

Make sure your lease has a clause for undisclosed pets. You want to make sure you are in control of your property and you want to be able to assess additional fees if the tenant fails to disclose a pet.

Higher Occupancy:

Because you allow a larger pool of possible tenants, it’s likely your rental property will have higher occupancy rates that will result in boosting your bottom line.



Details: Pet Questions

If you decide to allow pets in your rental property, there are a few precautions and rules that will help you make knowledgeable decisions. Also, be sure to check with your insurance provider to ensure you’re effectively covered to allow pets in your corporate rental. If you allow pets, here are a few things to ask and a few rules to set to ensure good pet practices:

Kind/Breed: Most animals are fine, but you may want to avoid allowing tenants with breeds that could be considered dangerous to the families living around you. A dangerous animal might require you to change your homeowner’s insurance and some breeds are prohibited by local laws.

Noise: Dogs like to bark, especially at strangers. This can be very annoying and disruptive to neighbors. Make the owner agree that the dog will be kept inside most of the time and only outside when supervised by his owner. You may even set hours (i.e., the dog can’t be outside after 10 pm) to ensure the dog isn’t barking late at night.

Clean up: Outline specific rules on what you expect your property (inside and out) to look like while the tenant lives there and upon returning the home to you.

Damages: If the pet chews through your wood coffee table, spell out in your contract that the tenant is responsible for all damages big and small. Please note: Don’t forget to collect an additional pet security deposit!

Age & Training: This is a very important question to ask since you don’t want a puppy “marking” up your carpet or having accidents in your bed. Make sure the animal is at least one year old and is house trained.

Quantity: It’s wise to limit the number of pets to one large animal or two small animals.

Shots: You don’t want any animals carrying or being exposed to disease on your property. Ask for proof of vaccinations and make sure they’re up to date.

Maintenance: Cleaning, Trash, Pets

Establish maintenance rules in writing and have the tenant sign them to acknowledge that they have read them and agree to comply. Rules should be reasonable and directed at keeping your property in excellent condition. The rules should emphasize the tenant’s responsibility to report any issues as soon as they occur. Failure to report a leaking water heater or faulty wiring could ultimately be dangerous to the property, the tenant and the owner.

Overall, the tenant has the responsibility to report maintenance issues in a timely manner before they get worse. The owner has the responsibility to address maintenance problems as soon as possible. Common sense must prevail. Make clear what is considered to be an emergency and what is not. You want to avoid phone calls at 2:00 am asking you to fix the cable. On the other hand, overflowing toilets, leaking pipes or electrical sparks need to be addressed before your property incurs serious damage. Remember, though, that normal wear and tear will occur on the property.

If your rental unit is currently unoccupied, it may be a good idea to engage in some preventive maintenance before the next tenant’s occupancy. Preventive measures include doing things as simple as checking each room for door stops and testing the functionality of the microwave. Bigger tasks may include snaking a drain pipe or cleaning a gutter.

Doorknobs can cause unsightly dents and holes in the walls. Door stoppers come in many different forms and varieties. There are even door stoppers that can attach to a door's hinge, making the floor ones unnecessary. Test the microwave, count the cutlery, and check if there are cracks in the dishware. Getting a call from a tenant requesting replacement items on a week night can be stressful, so save yourself the trouble by taking action now.



Don't forget to take preventive action against things that are not as visible to the eye, too. If your property has been occupied for six months to a year, go ahead and snake the toilet, the tub and sink drains before your next tenant arrives – this will save you from potential maintenance calls during their stay. There are two types of snake draining equipment. Closet augers drain toilets, while hand augers drain tubs and showers. You can rent these augers at hardware stores. Check with the neighborhood True Value, Ace or the bigger establishments like Lowe's or Home Depot. Ask the store technician for instructions or find DIY videos online. Deferred maintenance is noticed by a tenant who will likely express his displeasure with your property. Taking preventive steps to avoid these kinds of issues will pay off in the long run.

Paint: Expect to paint every three to four years.

Flooring: Plan for an annual cleaning and replace carpeting or polish hardwood floors every five to seven years. Don’t forget the stain removers. Remember, you want your carpets to look clean and fresh after each tenant. While a little maintenance is required, you can keep your carpets in great shape for many years and many corporate tenants to come!

Appliances: Sometimes, when we focus all of our energies on decorating a home, we overlook the daily wear-and-tear of our appliances. Schedule a furnace inspection annually. Remember, maintaining your appliances between tenants or each quarter will ensure your home is always up-to-par. It’s also likely to save you a lot of headaches and money, too.

HVAC: Heating and air conditioning units need to be working. Scheduling seasonal maintenance on these items is a great idea. Set-up a filter replacement schedule and keep replacement filters next to the furnace. Clogged filters can cause a system to underperform or even break. A common issue with air conditioning units is a tenant running them at full blast and they freeze up. If a tenant calls to say the system stopped working talk them through what happened and suggest they turn the system off for an hour to unfreeze and then turn it back on medium.

Fireplaces: Annual inspections are a good idea. Have the gas line and pilot light turned off during summer months and then relit in the fall.

Checklist: Prepare a maintenance checklist for other annual tasks such as replacing batteries in smoke detectors and remotes, exterior maintenance for lawn, lighting, and patios.

Rental Cars

Many corporate tenants may request a rental car during their stay. In fact, most will need one. Did you know that CHBO offers monthly rental car rates that are hard to beat? You can offer this service to clients or incorporate a rental car in your rental rate to help you stand out from the pack. CHBO has negotiated monthly car rental discounts through Ready Drive, a car rental company that specializes in monthly rentals. Visit this link or contact CHBO at 877.333.2426 or at [email protected] for more information.



Marketing Your Property

Marketing Ideas

Pulling out all the stops to ensure your property earns high annual occupancy levels takes some time and commitment, but is typically well worth the effort. Remember, a little effort devoted to marketing your investment property, can pay off handsomely in the years to come. A big part of marketing corporate rentals is developing long term relationships, a company that rents your unit today could easily need it again next year. We talk a lot about marketing tips on the CHBO Blog and we ask property owners about it in the “by Owner” 2011 Annual Report. Here are some ideas how you can ensure your property stands apart from the crowd:

Keep Your Listing Updated:

Keep your listing up-to-date. The biggest audience for your property is here on CHBO and keeping your listing updated is your responsibility and your most valuable marketing tool. Tenants want to work with landlords who are organized and keep their listing current. Tenants get frustrated when they contact a property owner and get no reply. CHBO’s goal is to connect renters and property owners as quickly as possible so as a reward for updating your listing regularly, your listing will be moved to the top of the search results every time you login to your account. This allows us to display the most up-to-date listings first.

Always Market:

Market your property even when it's rented. The old adage, "the best time to find a job is when you have a job" can be applied to a tenant's market too. Don't get too complacent in this unpredictable housing market; always be looking for your next tenant.

Incentives: Use incentives to attract quality tenants. Look for creative ways to attract tenants by including free incentives in the rental price. Some ideas include a gym membership or gym equipment usage, or a monthly cleaning service (bonus to you too – at least you know the place will be cleaned!).

Stand Out: Furnish your property. There are tons of unfurnished properties for rent, but very few homeowners are tapping the potential of offering a fully furnished short-term property for rent. A short-term rental can be used as corporate housing and commands nearly three times the rent, creates less wear and tear (no furniture constantly being moved in and out) and attracts high quality tenants (typically traveling executives).

Testimonials: Collect testimonials and referrals. A competitive renter’s market means potential tenants are getting more finicky about who they rent from. Today's tenants want to work with professional landlords and don't want to have to train a newbie landlord to do the job right. Ask current and former tenants to write you a short letter of reference testifying that they enjoyed their stay at your home and that you were amicable to work with. This little effort will make your rental property stand out to future tenants.

Marketing Plan:

Marketing a property is just like marketing a product. You need to have a marketing plan and budget. Use a combination of marketing efforts. Don't rely on one tactic (i.e., placing a For Rent sign in your yard) to get your place rented. A combination of various strategic marketing efforts will ensure your place is always front and center. Some ideas for marketing your property include: other websites that specialize in rental properties, Classifieds, Craig’s List, flyers distributed to local universities, hospitals and military bases, keeping in touch with past tenants (they may come back or refer a future tenant to you), etc.

Not Just Local:

Property owners should not only look at local marketing (such as local housing lists, newspaper classifieds, flyers, etc.), but instead turn to national marketing efforts. Furnished properties are being searched for by locals and non-locals looking for temporary living accommodations, but the majority of people needing furnished housing come from people not living in your immediate area.

Continued…



Beware of Classifieds:

Because corporate rentals, by nature, have higher turnover than unfurnished rentals, you need a way to immediately market your property without having to wait for the Sunday classified section to run. And if you post it for free on an Internet list, you may find that 100 properties within the last hour posted rental properties, too, and your post is now buried.

Having a long-term Internet marketing strategy is the way to go in this business that attracts out-of-towners and may require anywhere from one to 12 different tenants per year. Also remember that corporate housing landlords should treat their property like a hotel. Hotels don’t just advertise when they have vacancy; rather they advertise their property year-round.

Understand Craig’s List:

While Craig’s List is a great place to market your property for free, it doesn’t come without great risk of attracting the wrong type of tenant or wasting your time with the need to repost or speak with all the wrong tenants.

At CHBO, we’ve found that most property owners advertising on our site won’t post their property to Craig’s List because they prefer to market their properties to quality corporate executives, which they continually find on CHBO. Most of our corporate clients will not look on Craig’s List because they don’t have time to inspect the properties to make sure the property is indeed a fit for their needs or a legitimate rental.

Remember, corporate housing appeals to a different kind of tenant who appreciates a more sophisticated marketing effort.

Picture Perfect:

Nothing turns off potential tenants more than poor photos. Photograph your property in good lighting (natural sunlight is the best) and capture your property's focal points in greater detail (kitchen, high-end furnishings, etc.). Think about using the OBEO resource outlined under Rental Tools on you CHBO Dashboard.

Annual Report:

The CHBO “by Owner” 2011 Annual Report is a must-read resource for CHBO landlords. It is the best way to learn who is renting your type of property, giving you the knowledge you need to market directly to them. For example, you may notice that “Relocation” is a primary reason people rent. With that knowledge you can add specific information to your property’s description keyed on that need to give you greater exposure in specific search terms (“This home is well equipped for the relocating family.”). The report also asks property owners where else they market their property, thus giving you a list of new marketing ideas.

Follow CHBO:

The CHBO Blog offers the most detailed trips and trends and we also cover all the other social media platforms so you can connect with CHBO in the medium that is best for you. If you join our Facebook community, you’ll be notified of new blog posts and articles about real estate, rentals, investing and landlording.

Misc. Ideas: While CHBO is the best and most comprehensive website connecting you with traveling professionals, you may need or choose to do additional advertising to ensure you get the highest annual occupancy for your property. Some suggestions include:

• Tap into local tenants by placing a “For Rent” sign on the property.

• Check with local hospitals, universities and military bases to see if they have a housing resource list that you can add your property to.

• Always reference your CHBO property ID number in flyers and other locations to give potential tenants a quality presentation of your property and complete details. Or, print out your property profile as a marketing flyer.

• Email your property profile to potential tenants as a good way of communicating all your property details.

Add a hyperlink from your CHBO property profile to another website you may have created to market your property or link to a Virtual Tour you created. There is no charge to add a hyperlink and/or Virtual Tour link to your profile.

Continued…



CHBO Upgrades and Tools:

CHBO has a number of different tools designed to help market your property:

• Power Owner Program - a special package for owners with 5 or more listings

• CHBO Complete™ - see above for more info

• Move In Now - lets visitors know your property is immediately available

• Sponsored Listings – gives you a prominent position on a selected market page

• CHBO Homepage Featured Listing - all visitors to the CHBO homepage see your listing

• Update Ranking - Tenants get frustrated when they contact a property owner and get no reply. CHBO’s goal is to connect renters and property owners as quickly as possible so as a reward for updating your listing regularly, your listing will be moved to the top of the search results every time you login to your account. This allows us to display the most up-to-date listings first.

We continue to work on new programs every year so keep your eyes open for what’s next.

Marketing Budget?

As a general rule of thumb, corporate housing landlords should dedicate anywhere from one to three percent of their total annual revenue to marketing and advertising their property. In the CHBO “by Owner” annual survey, the average annual marketing investment is $681. Overall, it’s important to remember that marketing your property is part of your investment as a corporate housing investor. Stick to a long-term strategy that targets individuals inside and outside of your local area to attract quality tenants.

Track Your Success

Monitor your MyCHBO page and review your property statistics from time to time. See how many views, clicks and direct email leads you have received from your listing(s). You may notice trends that are useful to helping you market your property in the future. You can also look into various CHBO upgrades to help bring greater visibility to your listing. See CHBO Upgrades/Add-Ons in the Appendix for details.

Virtual Tour

Think of all of the money that you spend promoting your listings, including the cost of your time and the cost of gas to travel to appointments. Did you know that 81% of U.S. tenants use the Internet and virtual tours as a resource when they are searching for a rental? And only 15% attend in-person tours? Why inconvenience yourself and your tenant?

Once you’ve spent an hour or less creating a virtual tour, you have essentially created a round-the-clock online open house that renters can conveniently experience from their home or office computer. If a tenant is interested in making an appointment, he or she can immediately click on your virtual tour button and instantly make a decision on your property.

While a virtual tour isn’t a substitute for an actual walk through, it is an important opportunity for you to display your property the way you’d like. Your goal is to entice the online shopper to take the next step and give you a call. With a virtual tour, you are in complete control of your listing and all of the features that will make your listing stand out from other properties.



Photos

Because your listing’s photos may be the only means a potential tenant has of evaluating your rental before committing, it is vitally important that the photographs be of good quality, clear and appealing. A picture says a thousand words… so imagine what the pictures featured on your listing say about you. Do they show that you're organized, detailed-oriented and professional? Or do they show you're busy, unorganized and lazy? Remember, first impressions are everything, so be sure to follow these steps to make your listing picture perfect!

Here are some tips to capturing good photos:

Lighting: Good lighting: Make sure you take pictures when the lighting in your place is at its best. Take pictures on a bright and sunny day and turn on all your lights. This sends a warm and inviting message to any potential tenants.

Avoid backlighting: Get the camera as close as possible to the item you want to feature (tenants like to see details).

Use proper lighting: Many people find natural, outdoor lighting photographs best. Indoors or out, thoroughly light the area you wish to feature.

Professional: Consider hiring a professional: Professional photographers provide specialized lights and wide angle camera lenses that can help you achieve the quality images you desire.

Quality: Focus: Your photos should be in-focus – no blurred images ever! A blurred image might tell a potential tenant that you really don't take your job as landlord seriously.

Quantity: More is better: If you have a big property to showcase and/or you want to justify a slightly higher rent, then more is better. Your tenants may be willing to pay your higher rental fee if they know they're getting a view, hot tub and high-end appliances. Seeing is believing! If potential tenants can see themselves comfortable in your property they are more likely to want to rent it.

Details: Potential tenants want to see details: They want to see your stainless steel fridge and your updated bathroom. Make sure those details are illustrated with close-up pictures, so potential tenants know you take pride in your home! Include the following types of photos in your listing: Exterior shots, Living area, Kitchen, View, Master bedroom, Guest bedrooms

Extras: Don't forget to include… pictures of the yard, pool, hot tub, parking amenities, neighborhood, views and exercise facilities (if any).

Staging: Remember, most of your potential tenants will not personally see your property before they rent it and they are going to be making their lodging choice directly from the photos you have posted on the CHBO website. A good way to get potential tenants to take notice is through staging photos.

Staging photos are pictures of your home with the table set and the lighting just right for the mood. If you have a pool, you'll want the picture to include lounge chairs, towels and lemonade. Properly arrange pillows on the sofa, take wrinkles out of bedding, unplug and hide an electrical cord and make an effort to de-clutter the room for a clean marketing photo. These types of photos can help potential tenants imagine what it would be like living in your property.

CHBO OFFERS A ONE TIME LIFETIME PHOTO UPGRADE. WITH THIS UPGRADE YOU CAN FEATURE AN ADDITIONAL 15 PHOTOS (FOR A TOTAL OF 18 PHOTOS), MAKING YOUR LISTING STAND OUT FROM THE CROWD. UPGRADE INFORMATION AVAILABLE ON THE CHBO WEBSITE.

Availability Calendar



As soon as you have an executed lease on your property, take the time to update you property’s Availability Calendar on MyCHBO. An accurate calendar demonstrates to potential tenants that you are good at communicating with them and that you continually provide accurate and up-to-date information. Corporate housing tenants don't want to waste their time contacting 10 property owners only to find all the properties are already leased. Time is a valuable commodity, and corporations are more likely to rent directly from private owners if the process is easy and efficient.

Don't lose a future corporate tenant by wasting their time if your property is currently not available. By keeping your calendar current, you increase your annual occupancy rate by marketing now for the future. There are tenants that are able to plan ahead and would like to book a unit now for a future stay. For example, an auditor may know he comes to your city at the same time every year, and you may be able to capture his business now.

Update Ranking - Tenants get frustrated when they contact a property owner and get no reply. CHBO’s goal is to connect renters and property owners as quickly as possible so as a reward for updating your listing regularly, your listing will be moved to the top of the search results every time you login to your account. This allows us to display the most up-to-date listings first.

Text Message Alerts

Responding to an inquiry promptly can give you a leg up. As soon as someone submits an email inquiry on your listing, CHBO enables you to receive a SMS text message notification instantly so you can respond to the inquiries as they come in and maximize your rental property’s occupancy.

To activate text message alerts on your account, simply login to your myCHBO account and follow these simple instructions:

Text Message Alert Setup Instructions:

• From the member’s homepage, scroll down to Review Current Listings.• Select 'edit property' under the listing(s). If you have more than one listing, please follow these steps for all.• Select 'edit' under Property Information.• Scroll down about half way on the page to the field that asks for your cell phone contact number.

• Input your cell phone contact number. Only insert ten digits. If your number is more than ten digits, please call CHBO (877.333.2426) for help.

• Choose your cell phone carrier. If your carrier is not listed, please contact CHBO.

• Select that you want to receive text alerts• Hit “submit” for changes to be saved.

Please keep in mind that you will be notified via text message whenever a new property inquiry is made. This will not replace your email notifications. Standard text messaging rates apply.

More Tools on CHBO

Take the time to explore CHBO and all it has to offer. There are numerous other resources located on the CHBO website available for your use including: FAQs, customer testimonials, property owner case studies, corporate housing rates by market, fair housing laws, security deposit laws, recommended websites, CHBO In the News, the CHBO blog, etc.



Handling and Managing Tenants

Initial Contact

Potential tenants will contact you based on the specific information in your property profile. Corporate tenants expect a response from you within 24 hours or less. Business travelers especially need to confirm their housing as quickly as possible. Any delay from you could result in a missed reservation.

As a general rule of thumb, mind the 24 HOUR RULE. Either immediately respond to a tenant request or respond within a 24 hour time period. You can lose business or create a bad review for your listing by being unresponsive to requests.

Converting Inquiries into Rentals

You may get lots of people emailing and calling you to inquire about your furnished rental property, but are you effectively converting those inquiries into full-fledged rental customers? Here are some tips to help convert a rental prospect into a customer:

Respect Each Lead:

You never know how a lead will turn out, so don’t let any stones go unturned. If you don't call back a lead because you don't like their rate or their pet, you may be missing out on the perfect tenant who is willing to make compromises to work with you.

Use the Phone: Whenever possible, get a potential lead on the phone. Email is nice and fast, but great tenant relationships are developed through personal connections. Take the time to better understand their needs over the phone, and you'll find that they will do a better job of taking care of your property and they will likely stay longer, too! Also, return calls promptly. Chances are the prospective tenant is sending out several queries and you want to be the first to snag the lead.

Referrals: Ask for referrals. Don't just focus on converting this one lead, but see if you can use it to build future tenants as well. If your tenant is connected with a company, remind them to have their housing coordinator register for free as a “CHBO Corporate User” and have them bookmark your property for future employees.

Property Tour: A lot of corporate housing tenants will rent your property by viewing your property profile and will not need to have an actual tour of the property. Tenants leasing the property for longer reservations may want to walk through the property before signing a lease. Just like when you photograph the property, take the time to stage a rental before a property tour. For example, turn on lights, open windows and maybe even turn the radio on before the tenant arrives. Remember, this small effort takes an extra five minutes and your goal is to get the property rented as quickly as possible.

Paperwork: Before you list your property for rent you should have all your desired contracts, applications and checklists ready to go. CHBO offers a number of corporate housing document templates for free in your MyCHBO account page. You will need to obtain legal and state specific documents either through an attorney or a qualified document company.

Background Check:

Background checks are recommended on any length of stay. Background checks can be run through peopleG2 off the Rental Tools section of your CHBO dashboard. See more details in the Credit and Background Checks section.



Negotiating with Potential Tenants

It's likely many of your leads are asking you for a price break these days. It seems like no one wants nor expects to pay full price for anything... period. If you want to get a reasonable market rent because you've priced your home strategically to begin with, here are a few tips to help get the price you want without souring the deal:

Anticipate the Negotiation:

You have researched your market, you know the comps, and you have priced your property accordingly (and yes, they probably know the comps, too). However, the media has been training them to ask for concessions, so be ready for them to negotiate and don't get frustrated and walk away from a possible good deal. Take the time to develop a dialog.

Give Them Understanding:

Everyone wants to know that their needs are being listened to and to understand what they're paying for. If someone is trying to get a lower rent rate from you, make sure they know that if they went to a hotel, they would have to pay for parking and Internet usage and other hidden fees. With you, it's all-inclusive - turn-key! Sometimes tenants need a little understanding of all the great add-ons they get with your property. You can rest assured that most of us hate being nickel-ed and dime-ed by hotels, so planting that thought in their heads will keep them hooked on you.

Develop a Relationship:

Explain to them that as their landlord you will take good care of them and that they're in good hands. Illustrate how your previous or current tenants have enjoyed the property. Making them comfortable with you as a landlord will make them see that they're not getting a run-of-the-mill property to rent, but they’re also getting a thoughtful landlord, too.

Incentives: If a homeowner is stuck on price, rather than lower your rate and head down the negotiation path, offer instead to throw in an extra service. Maybe you provide a weekly maid service or a discount if they agree to a longer lease or a monthly metro pass to use public transportation to get to work. Think outside of the box. If you also own a vacation rental, offer a discount if they choose to rent it for their next vacation. If they want the property next week, offer to give them the first week free if they want to move in now. This way you can get two stays firmed up in one deal.

Leave Wiggle Room:

While you want to price your home as strategically as possible, go into the process knowing everyone wants a deal. Set your rate, and then cushion it with a little wiggle room. This way you can still price yourself competitively and negotiate to make your tenant feel like he's getting a deal. A win-win for all!

Credit and Background Checks

We recommend at least running a credit check on a potential tenant. You can easily do this for about $20 and it will provide you with peace of mind about your tenant’s ability to meet his/her financial obligations to you. We recommend you visit https://chbo.mysmartmove.com/ to learn more about how credit checks work and to set up your own account so you can quickly and easily run such checks on each tenant. This service enables the tenant to enter their social security information directly so they don’t have to provide it to you (for security reasons).

A background check provides an additional layer of peace of mind for you and you may want be sure to do this for longer-stay tenants for high-end, multi-million dollar properties. Login to your MyCHBO account and click on the Background Check link to identify companies you can work with to conduct a background check. Remember, background checks provide details on a tenant’s criminal history (beyond a credit report), so it will be more costly to conduct and some clients may balk at it. Use your judgment when deciding the right course of action for you. Another point is that a background check can deter potential unruly clients, as many will not agree to it if they have something to hide. It can give you a legitimate and legal reason to turn down a tenant.

Yes, you can pass the cost of a credit or background check on to the tenant even if they don’t rent the property. Just make sure you’re upfront with your prospect about such fees.

Accepting Credit Cards



CHBO has partnered with integrated payments leader, Payment Processing, Inc. (PPI) to allow CHBO property owners to accept credit card and eCheck payments from renters/tenants.

Owners can utilize several convenient web tools to simplify payment acceptance and management – the PayMover BusinessView reporting and transaction management portal, PayMover Virtual Terminal and PayMover eInvoice.

Why Accept Credit Cards?

Increased bookings – Companies prefer to pay with their business credit cards so make it easy for them to book with you. Once you are able to accept credit cards, you can activate the credit card icon and let potential tenants know.

Confirm bookings instantly – Process a rental deposit over the phone without waiting for deposit checks in the mail.

Improve your cash flow – Funds are deposited into your bank account within 2-3 business days.

Save time – Quick credit card processing means fewer trips to the bank.

Enhance your image – Accepting credit cards legitimizes your rental property business so companies feel secure in booking with you.

CHBO members can enroll to accept cards at www.paypros.com/CHBO.

Liability Insurance

As the property owner you will want to check with your current Home Owners Insurance provider to be sure you have taken the necessary steps to protect yourself when offering your home or other property as a furnished monthly rental.

Travel and Damage Insurance

CHBO has partnered with Travel Guard® to provide CHBO landlords the opportunity to offer tenants a bonus benefit: Travel Insurance AND Accidental Rental Damage Insurance (ARDI). The benefit of these two insurance policies is that CHBO Members can protect their tenants and themselves all while earning cash back for themselves when a tenant purchases the policy through CHBO.

CHBO offers up-to-date details on its insurance offerings on its website at http://corporatehousingbyowner.com/corporate-housing/travelguard.

MORE INFO: TRAVEL INSURANCE

The Travel Guard Travel Insurance policy offered to CHBO members protects travelers from problems that may occur during their travels due to weather, illness, lost baggage, medical emergencies, accidental death or other factors that cannot be predicted. Your tenant may be out a lot of money if they are suddenly forced to cancel or postpone a trip – and this can adversely impact a CHBO landlord who may demand rental fees regardless if the tenant’s trip goes off without a hitch.

CHBO Members should offer Travel Insurance to their tenants to help protect them – and it allows CHBO landlords to portray themselves as true professionals. CHBO offers tips to overcoming possible tenant objections to travel insurance and how to handle them in this article titled, “Addressing Travel Insurance Objections with Tenants” – http://corporatehousingbyowner.com/blog/2012/08/addressing-travel-insurance-objections-with-tenants/

More information about Travel Guard’s® Travel Insurance policy and how to purchase it is available online at: http://content.travelguard.com/adx/aspx/adxGetMedia.aspx?DocID=14832



MORE INFO: ACCIDENTAL RENTAL DAMAGE INSURANCE (ARDI)

The Travel Guard Accidental Rental Damage Insurance policy offers a great way to ensure your property is well taken care of by tenants. When a tenant purchases ARDI for a small fee ($69), they are protecting themselves against any accidental damage they may cause to the property. Plus, if a tenant is offered and agrees to pay for the non-refundable ARDI policy, there is no need for a security deposit, which can be a hassle to both parties and often ties up thousands of dollars of a tenant’s savings.

We strongly encourage all CHBO members to offer ARDI to their tenants – or even require it as part of their rental fees. If your or your tenant is interested in purchasing an ARDI plan through CHBO, visit the CHBO Travel Guard page at: http://content.travelguard.com/adx/aspx/adxGetMedia.aspx?DocID=9103.

We have also discussed the topic of ARDI on our blog in this article titled, “Sick of Paying Security Deposits? Here’s how to avoid ‘em” – http://corporatehousingbyowner.com/blog/2012/08/sick-of-paying-security-deposits-heres-how-to-avoid-em/.

HOW TO PURCHASE A POLICY

To purchase either Travel Guard insurance policy, a CHBO landlord or tenant must use the links provided on the CHBO page (http://corporatehousingbyowner.com/corporate-housing/travelguard) in order to get the special rates available to CHBO members only. The page and links are located at http://corporatehousingbyowner.com/corporate-housing/travelguard.

Rental ApplicationA rental application is the first step to making sure the tenant is a viable tenant - consider it the qualification step. Before signing any lease agreement with a potential renter, ask them to fill out a rental application.

You can create one on your own, Google search for a template, or simply login to your myCHBO account - a sample Rental Application is available to members in the "Forms and Documents" section.

This is a screenshot of the sample rental application available to CHBO members.A rental application should include all the basic information about your prospective tenant, including their name, address, ss#, driver's license number, employer, previous landlord, as well as the opportunity for them to disclose any previous arrests and/or convictions.Landlords should treat that information confidentially and run a credit check and/or background check on each tenant. This step is crucial to protecting your property from unruly tenants who may not have disclosed their credit or rental history in full. You want to make sure the applicant is not only who they say they are, but also that they are able to pay your rental fee on a consistent basis.Further, many landlords wonder if they should charge applicants an application fee. We recommend you do so - but only enough to cover the costs of your credit and/or background check. You should specifically note the application fee total on the application form, as well as ask them to include a check or their credit card information. (Make sure you can accept credit cards - it will make this process run more quickly and efficiently.)



On the application, you will also want to allow them to authorize you to use their social security number to run a credit and/or background check. You can also ask them to initial if they certify that the application is truthful. A standard lease application will provide the proper language, as well the sample lease application CHBO makes available for its members to use.Further, make sure your lease application provides a return fax number - so the applicant knows exactly where to send the application once completed.Remember, a rental application is a crucial first step that mustn't be skipped. This is your opportunity to weed out any potential difficult tenants and feel confident renting to the ones that rise above the rest.

Inspection ReportAn inspection report often serves to protect the landlord and tenants. During move-in, it is important to advise your tenant to be as thorough as possible during inspection. Turn on all the lights, flush all the toilets, check all the appliances, etc. Advise your tenant that their security deposit money is refundable only to the extent that it doesn’t need to be used for back rent, cleaning or damage beyond reasonable use and repair. A sample Inspection Report can be found here: http://corporatehousingbyowner.com/blog/wp-content/uploads/2012/05/CHBO-Inspection-Report-for-Renters.pdf.

Lease AgreementHaving a lease agreement with each tenant is crucial to protecting your property and yourself. A lease agreement is the document you have your tenants sign once the application process has cleared and before they move in. It is often considered the most important document in the field of property management.

To create a go-to lease agreement you can use for every tenant, you'll want to start with a template. Login to your myCHBO account for some example agreements. Further, you can also search the Internet or visit some of the recommended resources we list out. You can also visit with a trusted lawyer - they likely have many templates they can customize to your personal situation.

Some CHBO members have used WhichDraft.com, a service that provides a template lease agreement that you can customize for a small fee. Some also use ezLandlordforms.com - this company provides state-specific legal forms you can use, including sample lease agreements.

Because lease agreements are specific to your property, it's important that you get a lawyer to review any template you're planning to use. It should take a lawyer no more than an hour to read your agreement and provide you with feedback... this is a small price to pay to protect yourself for years and years to come.

MUST: Every detail must be in writing, the lease, departure notice even authorization to enter the property for maintenance issues. In rules for pets, smoking and other details that your tenant must agree to.



Keys and Access

Great landlords will go out of their ways to make sure their tenants feel comfortable with the security in their temporary housing. To provide a secure property for your tenant, you should be able to address the following questions:

• Are the security codes for the garage changed between users?

• Are the keys collected promptly and are the locks periodically changed?

• What should I do if I suspect a security issue?

• Who has access to the property besides me?

• Do you have chain locks on the front and garage entrances?

Tenant: You should make a plan with the tenant about when and where you will supply keys and other access cards. The best method is to meet the tenant at the property to do a tour and address specific questions. In some units, you will also have to furnish mailbox keys, parking cards and access cards to common rooms and fitness centers. Make sure that the tenant knows how to return keys to you and what you charge for lost items.

Lockbox: Lockboxes on the property may be used to deliver keys and access cards to the tenant, but be sure it is in a safe and well-lit area. Remember, for security reasons and to ensure a clean look for the property, remove the lockbox after arrival so others driving by don’t know the property is a rental or possibly vacant.

Key Management:

Take the time to write down the make, model and code of the garage opener so it is easily replaced if lost. Record the serial numbers of all other access cards so they can be deactivated by the building property management if they are lost or misplaced.

Kwikset has keys that can easily be re-keyed by the homeowner without involving a locksmith. This could be a worthwhile investment, especially if security in your area is of concern. Check your local Home Depot or Lowes stores for these do-it-yourself re-key locks.

Another GREAT alternative is Resort Lock™. CHBO has partnered with Resort Lock to offer CHBO landlords the opportunity to shun the key altogether and generate temporary access codes for each tenant that can be changed virtually by a landlord from anywhere in the world they have Internet access and can login to their account. Resort Lock will take the hassle out of key management altogether and you’ll never have to deal with a lock box or lost key again! For more information on how to purchase a Resort Lock through CHBO’s negotiated rated, visit our Resort Lock page at: http://corporatehousingbyowner.com/corporate-housing/ResortLock.

Mail Key:

Chain Locks:

We recommend not handing out your mail key at all and if you do charge a $25 mail key deposit. We also recommend that you have your tenants use another address to receive mail if this is only their temporary mailing address.

Another great way to make your homeowners feel safe while in the home is to install a chain lock on the front door. This way, a homeowner can use the chain lock when they are home and not worry about someone entering the home while they're present. Caution if your property only has one access door and a garage entrance you many not want to chair the front door because it may limit access to the property only through the garage.



Security Deposits

Security deposits are one of the most important tools a landlord has to protect his/her rental property. The majority of “by owner” landlords require a refundable deposit (72.5%); though, there is significant variety in the deposit amount that’s required.

In today's tight business market, corporations often balk at the idea of locking up money in a security deposit, and it can kill a deal. Because landlords feel pressured, they may skip the security deposit in order to seal the deal. But beware if you do this… Someone who isn't willing to pay a security deposit may have something to hide.

Do your homework and research the client before making any rash decisions about whether to skip the deposit or not. If it's a reputable corporation, you can probably feel good that the property will be gently used by its employee and that the company will cover any damage to the unit. After doing a little research on the company or individual and things turn up okay, you can also have them sign a LOR, or letter of responsibility, which you can download from your MyCHBO account.

Remember, security deposits are meant to protect your property and yourself from unruly tenants. Most of the time (especially in the corporate rental world) they are never tapped, but they make an effective incentive for a tenant to keep the place orderly. That said, you can be flexible with your security deposit policy when working with reputable corporations. Ultimately, you have to go with what works best for you, taking into consideration your clientele.

Rates: The average security deposit on a corporate rental is as low as $500 up to one month's rent. Owners sometimes charge a separate pet deposit to insure themselves against damage and wear and tear caused by a pet. Security deposits must be given back to the tenant (if no damage is done to the property) in a timely fashion. State laws govern this time period (generally within 30 days). We recommend returning it as soon as the tenant leaves, and you've had a chance to inspect the property. The more time that passes, the more questions may arise as to whether the damage was done by that tenant or a following tenant.

Damage: General “wear and tear” on the property cannot be charged to the tenant, however this is a very broad term and open to interpretation. Your ability to collect on damages starts with clear documentation of the property’s condition before the tenant’s arrival and after their departure. When assessing the damage fee, you must be reasonable and take into account the length of the lease. Cities like San Francisco are very specific on these types of charges, so do your homework on your specific city and state laws. Most importantly, before you rent your property, make sure you have general insurance to cover larger damage that may occur. Remember, we recommend doing a video inspection of the property to make claiming damage fees as easy as possible.

Missing Items: For items like keys and access cards that are frequently misplaced, list the tenant replacement cost in your property manual. Smaller items, like a broken drinking glass, are typically considered normal “wear and tear,” and you may not wish to charge a tenant for such damage.

Laws: Every city and state is different on how they regulate security deposits. Make sure you understand your rights and obligations. A table of deadlines for claiming and/or refunding a tenant’s security deposit for all 50 states in the United States can be found in the CHBO Tools section on the right side of the website.

Avoiding Security Deposits

If your tenant does not want to tie up money in a security deposit, encourage him/her to purchase Accidental Rental Damage Insurance through CHBO’s partnership with TravelGuard®. CHBO offers special rates to CHBO landlords and tenants and for a one-time, non-refundable fee of $69, the tenant can often avoid paying a security deposit altogether. Please see the Insurance Section in this manual for information on insurance policies offered to CHBO members.



Reduce Vacancies Between Tenants

Being a corporate housing landlord can be frustrating at times, especially when you have to frequently transition between tenants. However, there are ways to make the transition less taxing, enabling you to optimize your rental's income potential. Remember, it's important to minimize your property's downtime due to tenant turnover as much as possible to avoid losing a potential tenant and income.

Move out date: Know the tenant's exact move out date. Oftentimes, tenants won't tell you that they've moved out before the end of their lease. For example, you may have someone renting your home through the end of the month, but they may have left a few days before the end of the month, especially if the month's end falls on a weekend. Find out if the tenant is gone so you can begin preparing the home for the next tenant right away.

Organization: Have everything cued up and ready to go between tenants. When you know the exact move-out date of your tenant, have your transition team cued up and ready to go. Don't procrastinate. Your cleaning company and carpet steamers should be ready to come in immediately, and you should have a formal plan in place to transfer the key to the new tenant without delay.

Calendar: Keep your CHBO Availability Calendar open on the first days of the month. Many travelers like their rent date to start on the first of the month, so try as much as possible to have the first of the month shown as available on your CHBO Availability Calendar, even if your last tenant is moving out the last day of the month prior. You may be able to incentivize your current tenant to move out a day ahead of schedule so you can prep the home for the next visitor.

Rental Scams

Rental scams are an unfortunate and ugly side of the real estate industry, but scamming is commonplace these days and tenants and landlords alike have to protect themselves. Remember, if you’re smart and you do your due diligence, you will likely avoid scammers who prey on timid people. Here are some ways to avoid being scammed:

International: Double-check all the details when dealing with international tenants. In some parts of the world, scams are a full-time business. If it seems too good to be true it usually is. Always ask for references.

Credit Cards: Use credit cards. Cashier checks and wiring schemes are all the rage these days. If possible, use credit cards for all transactions because credit cards will more thoroughly protect both the tenant and landlord from fraud.

Phone Conversation:

Require a phone conversation before meeting or sending money. It’s always wise, especially when doing business through the Internet, to speak directly with the person you’re working with. An email exchange isn’t enough. Exchange phone numbers and make sure the person’s number works and is legitimately theirs.

Friday Night Fraud:

Take a minute to slow down and think it through before you rent your property on a Friday night for a weekend move-in. People who make a request to move in on a Friday night usually have a very good story, may come from a reputable company, and have a perfectly good reason to move in over the weekend. Then they pay by check, which takes a few days to clear the bank, but it never does…it just bounces all the way back. Did you know even a Cashier’s Check can bounce these days? Take your time and never rush to lease a property to anyone who shows up on Friday and wants to move in over the weekend. It really will save you a lot of time and money in the long run.



Collections

In the event the tenant is delinquent in their rental payments or there is a dispute over costs, there are practical and legal steps that should be followed. All communication with the tenant should be in writing in order to provide documentation in the case of a legal dispute. Each state has specific laws on evictions and collections, so take the time to learn about these before you have an issue. To collect on bad debt, you may need to process a legal claim or turn the account over to a collection’s agency.

You can find state by state security deposit refund deadlines on the CHBO website.

Tenant Reviews

Tenant Reviews provide an effective checks and balance system for the CHBO Complete™ program.

1) Tenants can review properties during or after their stays.

2) Tenants are asked to rate your property in terms of how it met their expectations. If a tenant writes about how your property meets or exceeds their expectations, you will instantly make your listing more attractive to the next potential tenant. However, if you have stated that you are CHBO Complete™ and tenants discover discrepancies, you can expect poor reviews and potentially fewer tenants.

It’s important that CHBO Members encourage tenant reviews. It is one of the most underused marketing tactics, yet one of the most effective tactics by far. Why?

• Future renters are heavily influenced by past renters: A review can help someone make a quicker decision about wanting to work with you. In fact, a positive review can create instant credibility in the eyes of a potential tenant.

• You'll stand out: Few corporate housing landlords take the time to solicit reviews - but those who do get rewarded handsomely! Be different and encourage reviews.

Tips to Soliciting More Reviews

Here are some tips to soliciting more reviews:

1) Make sure you have a good, clean listing. The first impression you make with a tenant starts with your listing. You want to have a well-written listing (no typos!) that is very descriptive. You also want to have great photos that illustrate what a tenant can expect when s/he arrives. Consider using a photo service like Obeo to up the quality of your listing's photos.

2) Make sure your first interactions with the tenant are positive. You should respond to inquiries about your property as soon as possible but no later than 24 hours after the initial inquiry arrived. Consider setting up lead text alerts so you're notified of inquiries in real time. Timely interactions lead to successful tenant reviews!

3) Ask for the review. The first step to getting a review is to ASK for one! If you know your tenant had a positive experience, don't be shy - ask them to write a review for you. A good time to ask is after their visit and once they're settled back into life at their new home. Just don't wait too long. Once their mindset is back to their everyday life, they may push your request to the bottom of their to-do list. A phone call is preferred but asking over email is fine too.



4) SEND them directions on how to leave a review:

a. Log-in to their free CHBO account (everyone has a password protected account when they inquire about a property)

b. Once they log-in in, they can visit your listing's page. Give them a link to your listing as a reminder.c. Next, show them where it says, "Leave a Review" - all they need to do is click on that icon and follow

instructions from there. Here’s a screenshot:

Remember, getting tenant reviews can help boost the credibility of your property and help potential tenants make a quicker decision about working with you. A little effort to solicit those reviews goes a long way to ensuring your success as a CHBO landlord.



Appendix A: Property Inventory List

Print out this consolidated inventory list to use as an actual checklist as you furnish your property.

The following list is based on CHBO’s understanding and experience with corporate housing travelers and their expectations of a fully furnished corporate housing rental. To list your property as CHBO Complete™, your property MUST have, as a minimum, the following items:

Kitchen

Place settings refer to the quantity of dishes, glasses and silverware that must be provided.

• Studios: Set of six matching items (for example, six plates, six forks, six glasses).

• One & Two Bedrooms: Set of eight matching items.

• Three Bedrooms and Larger: Set of 10 matching items.

General: Blender Broom/Dust Pan Coffee Maker Dishwasher*

Fire Extinguisher Garbage Disposal* Icemaker* Microwave Mixer Mop

Oven Refrigerator Scissors Stove Tea Pot* Toaster / Toaster Oven

Trash Can

Baking Dish Broiler Pan Can Opener Colander Cookie Sheet

Corkscrew Cutting Board Fork/Tongs Grater Ice Cream Scoop

Knife Set Ladle Measuring Spoon Set Measuring Cup Set Mixing Bowls

Pizza Cutter Salt & Pepper Spatula-flipper Spatula-scraper Spoon–slotted

Spoon–cooking Tupperware Utensil Holder Vegetable Peeler

Water Pitcher or Water Filter SystemDrinking: Coffee Mugs Drinking Glass Juice Glass Wine Glass

Plates: Large Plates Small Plates Bowls Serving Bowl

Pots & Pans: Large Frying Pan Small Frying Pan Large Sauce Pot Small Sauce Pot

Large Pasta Pot

Cutlery: Cutlery Tray Forks Spoons Knives Steak Knives

Linens: Dish Towel Dish Cloth Potholder Placemats Napkins

* Some items are recommended for a CHBO Complete™ property but are optional.



Bedroom Closets and drawers need to be empty and clean for the tenant to use.

Furniture: Bed Headboard Dresser Night Stands

Linens: Bedspread Blanket Mattress Pad Sheets Pillows

General: Clock Radio Hangers Laundry Basket Lights

Bathroom Set refers to the quantity of towels and must be twice the potential number of occupants. Sets must match. A full bath must include a shower, toilet and sink.

Towels: Bath Hand Face Bath Mat

General: Plunger Shower Curtain Soap Dish Toilet Brush Waste Basket

Living room/Living Area

Furniture: Sofa Coffee Table End Table

General: Art TV (min 32 in) DVD Stereo Lights

Dining RoomSet refers to the quantity of chairs and must be a minimum of 4 and reflect the potential number of occupants.

Furniture: Table Chairs

General: Art Lights

OtherSet refers to the quantity of towels and must be twice the potential number of occupants. Sets must match. A full bath must include a shower, toilet and sink.

General: Phone* Iron Ironing Board Vacuum Washer/Dryer Snow Shovel* Garage

Broom* Fan*

Light Bulbs: Keep a supply of light bulbs under the kitchen sink to avoid a tenant calling and asking you to replace one.



Appendix B: Writing an Effective Listing

Below, you will find an overview of everything that is needed to write your CHBO property listing, as well as tips on how to appeal to more tenants. Once you start your CHBO listing, you may save it and complete it at a later time. Please note: There is no charge until you submit your credit card information and purchase the listing at the end of the process.

Rental properties can only make you money if you consistently find the right tenants. It is essential that you take the time to complete your property listing with the best photos, correct details and most importantly use as many “key words” in you property description so tenants can find your property when they search both on CHBO and on Internet search engines.

• EDITS: You will always have full access to edit and change your property listing at any time.

• SAVING: Your property listing automatically saves your data allowing you to start and return at your convenience.

• REQUIRED FIELDS: Required fields are highlighted in red. These are the only fields that need to be completed to activate your listing.

Property Title / Headline

Catch a tenant’s attention! Many tenants use search engines to find properties and creating a good title for your property will help your listing get pulled into search engine results.

Title: Use 5 to 10 words highlighting interesting aspects of your property – what makes your property stand out and truly connect with potential tenants?

For example: Furnished Condo in Downtown Atlanta with Great City Views 3BR Executive Home in Chicago Historic District

Property Address

Location, location, location… Your property’s location can greatly influence someone’s decision to rent.

Street Address: You must include the street address, city, state and zip code* (not the unit #) in your listing. As you do this, you’ll want to take advantage of the CHBO Map Feature. Showing a map of your property’s location has been proven to increase your chances of getting your property rented because serious renters want to see exactly where they will be staying. CHBO has taken great care in improving its Map feature over the years for its property search results. The Map feature has been used by thousands of CHBO customers and enables potential tenants to see where your property is located on a map. (Note: The “Map” feature is no longer optional as of summer 2011. All listings include the Map feature.) To ensure your property is properly mapped, you’ll need to pay CAREFUL attention to the following instructions on how to set it up:

1. Personally verify the location of your property by searching for your property (either by location or by your property ID) on the CHBO website. You can search for your property here: http://www.corporatehousingbyowner.com/search.html 2. From the property results, please verify that the red point on the map is accurate for your location. 3. If the location is correct, there is nothing to do. You’re done. If not, please proceed to Step 4. 4. If the location is incorrect, please immediately provide CHBO with the correct latitude and longitude coordinates for the property. To identify your property’s latitude and longitude



Nearby Cross Streets:

Location:

coordinates, please refer to this useful website: http://itouchmap.com/latlong.html. You have two options to identify your property's coordinates. One, simply drag the red point to your approximate location and the latitude and longitude will show below in the boxes. Or, enter your address and it will show you your exact coordinates. 5. Once you have your property’s latitude and longitude coordinates, email them to CHBO at: http://www.corporatehousingbyowner.com/corporate-housing/contact_us. Be sure to let us know your property ID too! We ask that you read and follow these instructions carefully and only email us your information or questions. We cannot manually verify these coordinates for all our listings and are asking for each of you to review and verify on your own at this time. PS: If you want to offset your location (which means you don’t want the map to show the exact location, just a roundabout area), we can help you offset your coordinates. Please email us your exact property coordinates and tell us you want to offset them on the map; we’ll take it from there and let you know when it’s complete.

Insert the closest cross streets. Cross streets will give potential tenants an idea of where your property is located without a specific address. This information is shown on your listing.

Briefly describe what your property is located near. For example, this property is located near downtown, the Financial District, the beach, the mountains, the Tech Center, etc.

Property Info and Rates

The information you provide in this section helps make your property listing more appealing to search engines. Plus, the more thorough you are in these descriptions, the more likely you are to attract your ideal tenants.

Type:

Long Description:

Minimum Stay:

Rates:

Other:

Summary:

Select the type of property you are renting from the list we provide. i.e.: Loft, Condo, House

Describe your property inside and out including specifics about the location and neighborhood in detail. (To make it easier, you can write it in Microsoft Word, and then copy and paste it in.) I.E., “My property is conveniently located near…” Then, list the names of company headquarters nearby, school districts, colleges, hospitals, airports, shopping areas, public transportation, etc.

Select the minimum length of lease you are willing to accept. Make sure your rental rates correspond to the length of stays you list. Insider’s tip: A significant amount of corporate housing tenants extend their leases but are unable to commit to longer term leases upfront. To get the most people interested in your property, select shorter time periods. If you restrict leases to longer periods (such as six months), you may reduce the number of interested tenants.

Insert rates based on your minimum stay requirements. Complete the fields that apply only, and delete the sections that don’t. Your rates will appear on your listing. Rates should be determined based on property value, number of bedrooms/bathrooms, minimum length of stay, location, furnishings and your goals for the property. To learn more about rates in your area refer to CHBO or contact a CHBO Property Specialist at 877.333.2426 or [email protected].

Complete each of the following fields: Bedrooms; Bathrooms; Square footage; Are you the owner? Is your property furnished?

Briefly describe your property as you would to someone who has never seen it. Highlight its best features, such as its location, size and/or views, using descriptive words. Please note, the summary is limited to 200 characters, not words.

Contact Information(877) 333-2426 | [email protected] | www.corporatehousingbyowner.com - 47 -


Corporate tenants need to get information quickly to make their travel plans, and most want to rent within the next seven days. Insider’s tip: Respond to tenant inquiries within 24 hours or less, even if your property is already rented. Slow responses or lack of response will affect your ability to rent your property.

Contact Person: Insert the name of the contact person for your property. This is for CHBO administrative purposes only. (The name is not shown to the public.)

Phone & Email: Insert the best phone number for tenants to contact you. Your phone number does appear on your listing to make it as easy as possible for a tenant to connect with you and get your property rented.

Insert the best email address for tenant lead requests to be sent. As soon as a request has been submitted you will receive an email notifying you to check your MyCHBO account. To avoid unnecessary spam your email does not appear on your listing; instead tenants complete a housing request form that is saved in your MyCHBO account and can be accessed from anywhere on the web.

For added convenience, you can also accept SMS text message alerts when you receive a new tenant inquiry. Simply select the text messaging feature in your MyCHBO account. Text messages enable you to respond to inquiries as fast as possible, ensuring you’re the first property owner to respond (many tenants will be submitting multiple inquiries at once – you don’t want to lose the client because you weren’t fast enough to respond first!).

Property Posting Information (optional fields)

Based on feedback and requests from tenants, CHBO strongly recommends that you complete the optional fields below, particularly the Availability Calendar (as long as you can keep it current) and the map. In activating these features, your property looks more credible, and you give potential tenants the most information possible to make an educated decision and increase the likelihood that they’ll contact you.

Availability Calendar:

Update your property’s availability regularly so it’s current. Please note, if you activate the calendar, you must return and update your calendar on an ongoing basis, even after your initial registration is complete.

Map: Choose whether you want to include a link showing your property on a map. Please note, if you include a link to a map, it will display your street address.

Rental Payments:

Indicate which payment methods you accept (Cash, Check, PayPal). Insider’s tip: Accepting credit cards is a must with corporate tenants. When you accept credit cards, you give your tenants an expected level of convenience and look like a legitimate business. Further benefits include: Increased bookings, instant confirmation of bookings, improved cash flow, time saved, and enhanced image. If you’re interested, CHBO has partnered with PayPros to make it easy for you to accept credit cards. Visit www.paypros.com/CHBO for more information.

Website URL:

As an additional feature, CHBO allows you to insert a link to a virtual tour of your property, a photo hosting website, or a specific website about the unit or property. Make sure the link is working properly, and be sure to include “http://”. For example: http://www.corporatehousingbyowner.com/blog



Social Sites: CHBO members can add a link to their property’s Facebook, Twitter and/or Virtual Tour as well. CHBO members are encouraged to link their property listing to their social media pages so they can maximize their exposure and marketing efforts.

Make Public: Activate or deactivate your listing to the public at anytime. Some owners choose to deactivate their property when it gets rented instead of using the Availability Calendar. When you deactivate your listing, the listing is no longer shown live on CHBO, however, it can be activated at any time by you (i.e., you won’t lose any of your original data by temporarily deactivating it).

CHBO Complete™ (optional)

Your property doesn’t have to be “CHBO Complete™,” but we recommend it. CHBO Complete™ means your property is fully furnished, and all utilities (basic cable, high-speed Internet, and a utility allowance) are included in the rent. CHBO Complete™ assures people that your property is consistent with their basic expectations for corporate housing.

CHBO Complete™:

Review the CHBO Complete™ standards (available in this CHBO Handbook) to see if your property qualifies. Select the CHBO Complete™ icon only if your property qualifies.

Photos

Potential tenants like to see photos. When you include more photos, you have a better opportunity to highlight your property’s best features. Photos also can save you time because is shows your rental unit without having to conduct an in-person tour.

Photos: Upload three photos as part of the basic listing fee. Or, to increase your opportunities for rental success, elect to post up to 15 extra photos. Please note, there is a one-time charge of $60 to post 15 extra photos. The upgrade is good for the life of your listing.

Amenities and Features

We’ve created our amenity checklist based on corporate housing standards, as well as requests from tenants. We’ve used the wording that tenants usually use, which will help make your listing more search engine friendly. Simply select the amenities you have it and it will be listed on your property’s listing.

Amenities: Review our list of approximately 50 amenities, and select the ones that apply to your property.



Appendix C: Executive Summary of 2012 By Owner Corporate Housing Report

Below you’ll find highlights from the 2012 “By Owner” Corporate Housing Report. For full data and details, please download the report from our website.

Executive Summary 2012

Survey RespondentsResponses were received from property owners across the United States (36 states and the District of Columbia), Canada, and Panama. The highest response rate came from property owners in California, followed by Colorado.

The top reason for being a corporate housing landlord continues to be the long-term investment (50%). That’s up from 47% in 2011, but it’s still below the peak of 55% in 2009.

Outlook for 2013On a positive note, 36% of respondents predict that 2013 will be better and more profitable than 2012—a similar percentage to 2011. However, 10% of respondents believe that 2013 will be less profitable, which is a notable increase from the 5.2% who had this outlook in 2011. In addition, those who are “not sure” about the future rose from 14.7% in 2011 to 18.4% in 2012.

ProfitabilityDespite the cautious outlook described above, 92% of respondents report that their properties were profitable or breakeven in 2012. Overall, the responses were nearly same from 2011 to 2012, with property owners noting a slight increase in profitability in 2012.

Rental Rates and Discounts60.4% of respondents say they offered the same rental rates in 2012 as they did in 2011. The great news is that 33.1% reported that they did raise their rates in 2012, and only 6.4% of respondents lowered their rates in 2012. These results are significant jumps from 2011 when 16.1% people reported lowering their rates.

Compared to our 2011 survey results, the largest increases in rental rates were for 1 bedroom, 2 bedroom, and 4 bedroom properties. The rates included later in this report are at their highest numbers since we first started collecting this data. 66% of respondents say they offer discounts for longer-term leases. Nearly half of the respondents say they offer rental rate discounts of 10% to 14% for longer-term stays.

Corporate Housing Terminology72% of respondents list their rentals as “corporate housing,” followed by 51% who list their properties as a “furnished rental.” The most interesting trend that has emerged in the last two years is a 13% drop in those who refer to their properties as “vacation rentals.” This is most likely due to the increase in regulation and taxation of the less than 30-day rental segment, and it’s a trend we will continue to monitor.

Property Management80% of respondents say they do all their property management themselves. This is a decrease from the last two years. In the last year, we have seen an increase in the number of respondents seeking support from friends and family, as well as from real estate agents.

New! Property Management SoftwareThe majority of respondents (55%) say they do not use any form of property management software to manage their rental property. 26% use basic spreadsheets, followed by 18% who use accounting software, such as QuickBooks™.

New! Rental DocumentsWe asked respondents, where did you get your rental documents (such as leases)? The most (38%) say they found their documents on the Internet, followed by 34% who say they wrote their own documents. Only 16% say they paid an attorney to have their documents drafted.



New! Leasing TrendsBased on our experience full-service, corporate housing companies, renters tour properties in advance only 30% of the time. In contrast, in the “by owner” corporate housing segment, property owners say they provide tours to renters 44% of the time. 71% of respondents say email is the primary way they communicate with their potential renters. 46% of property owners say they meet all potential renters face-to-face.

Investment Real Estate TrendsWe asked respondents, do you plan on buying more investment real estate? For the third year in a row, there are more “Yes” responses (40%) than “No” responses (17%). Over the last three years, we’ve seen a steady decrease in the “No, I’m done with real estate” response.

Property Size / Number of BedroomsThe highest percentage of “by owner” rentals continue to be two-bedrooms (36%); though, this is a 5% decrease from 2011. 33% of respondents say their rental properties have three bedrooms or more. In contrast, in the full-service, corporate housing industry, the majority of rentals are one-bedrooms (51%). The availability of additional bedrooms makes the “by owner” corporate housing segment an attractive option to renters.

Property TypeWhereas the majority of corporate rentals in the full-service corporate housing industry are apartments, only 12% of “by owner” rental properties are apartments, according to survey results. Single-family homes are the largest percentage of “by owner” properties (25%) accounted for in this survey, followed closely by low-rise condominiums (23%).

Property LocationsThe highest numbers of private corporate rentals are in suburban areas on residential streets (35%), followed by outer urban areas (27%) and central urban areas (23%).

Inclusions in a Furnished RentalWhile the majority of private owners offer tenants a fully stocked kitchen (87.3%―up almost 10% over 2011), TV (85.1%), bed linens (84.5%) and towels (82.3%), there is much greater variation―and opportunity for competitive advantage – in the technology, maid services and perks that are available in each rental property. For the first time, we asked owners whether they offer a “Community Activity Pass” to renters, and 16.1% say they did.

Corporate Housing TenantsCorporate housing tenants continue to be relatively “painless” tenants. In 2012, more than 90% of respondents say they had a positive experience with their corporate housing tenants. This percentage is consistent with the results from 2011.

Types of RentersIn 2012, the top three reasons for rentals were: business assignments (67%), relocations (43%), and family (33%). In general, the corporate housing renter pool remains consistent. There was a decrease in the number of people renting due to relocations, snow birds, and vacations. This year we added a new renter category: “temporary lodging due to a home remodel.” 23% of respondents say they had that type of renter during the year.

Length of Stay63% of respondents say their tenants stayed an average or three months or more.

26% of respondents say they are willing to rent their properties for time periods of less than one month—down from 30% in 2011. This year, as the result of city legislation against less than 30 day stays (such as in New York City and Chicago), we added a question about who is setting limits on the minimum length of stay allowed. Only 8% of respondents say their city regulates their minimum length of stay. 22% say they are regulated by the rules of the community or the building in which the property is located.



Security Deposits and Insurance82% of “by owner” landlords say they require some form of a refundable security deposit in 2012—down from 89% in 2011. In a growing trend, 8% of respondents say they require Accidental Rental Damage Insurance (ARDI) as an alternative to a security deposit.

Credit and Background ChecksIn 2012, 28% of respondents say “yes,” they always run credit checks on potential tenants—a number that appears to be holding steady with previous years’ results. A larger amount, 30%, say ”no,” they never run reports, which also is consistent with previous years.

Credit CardsApproximately three out of five of respondents say they accept some form of credit card payment from their renters. 2012 is the first year that Visa/MasterCard is more popular as a credit card option (at 34%) than PayPal (at 33%).

Pets and Pet Security DepositsMany long-term business travelers are arriving with pets. 48% of survey respondents say they accept some type of pet. Of those who accept pets, 62% say they take pets because it gets their properties rented. The most common rental period for renters with pets is one to three months.

In 2012, the average, non-refundable, one-time pet fee property owners charged was $253. The average pet refundable deposit is $344.

Marketing Trends, Resources and ResultsIn 2012, 44% of respondents say they spent $500 or more on their annual marketing efforts—up from 37% in 2011. 40% of “by owner” landlords say their property was always rented, while the remaining 60% say they needed more tenants.

63% say they had professional photos taken of their properties. In addition, 21% say they had used a professional decorator to furnish their properties. We believe these numbers will go up as the “by owner” industry matures. More individual owners are seeing property management as a viable income opportunity that requires polished marketing.

The majority of “by owner” landlords say they use the Internet to promote their properties. 64% of respondents say they use CHBO’s basic listing service, followed by Craigslist (44%). Craigslist has been steadily trending down in popularity since 2009; though, it is still a prominent marketing vehicle for many property owners. Respondents find they receive the most qualified leads and the most renters from Internet marketing, followed by real estate agents.

Internet ReservationsIn 2012, we again asked how the “by owner” segment feels about real-time booking reservations, in which the property is leased through a computer website and the property owner has no interaction with the tenant. 16% of respondents say they have used one of these programs (down from 20% in 2011). However, the majority, 53%, say “no,” they would never rent their property without talking to the tenant first.

CHBO ServicesOf the respondents using CHBO, they tell us they use the following CHBO tools the most: (1) The property listings (2) The MyCHBO documents page (3) The Property Owner Handbook.



Appendix D: CHBO Marketing Tools and Add-ons

When you register and list your property on www.CorporateHousingbyOwner.com, you gain access to many features and benefits that can add value during your CHBO property listing’s life cycle.

Property Listing

Availability Calendar

You can use the calendar to quickly and easily show prospective tenants when your property is available for rent.

Flexible Rates Display

You can easily show different rates for peak and off season rentals. You can also provide discounts for long-term stays.

Digital Maps Your listing includes a link to a digital map of your property’s location to give potential tenants a better idea of your location.

Links to Other Resources

You can include links to additional websites from your listing, such as a virtual tour website, photo hosting website, or a website about the unit or property.

Marketing Features

CHBO Complete™ Program and Seal

You can use these guidelines to ensure your rental meets basic standards for furnished corporate housing. The seal is a desirable distinction of completeness that sets your property listing apart from other property rentals.

Power Owner Seal

If you have multiple property listings posted on CHBO, you can add the “Power Owner” seal so it appears on your listings. This seal is a great way to generate repeat rentals with corporate users who like renting from you.

Move In Now Icon

Get it rented now! This is a free feature that can be activated when your property is available for immediate occupancy. Its purpose it to drive more immediate traffic to listings that are available for immediate occupancy. The Move In Now feature replaces the previous “Available Now” feature. "Move In Now" properties get the royal treatment. That’s because CHBO will categorize a move-in ready listing in the search tool on the website to show its status as a "Move In Now" property. Potential renters in need of immediate occupancy will see the "Move In Now" icon in their search results and they also will be able to search properties that feature the "Move In Now" icon.

When the "Move In Now" icon is checked, a listing will remain in this status for 72 hours and then it will automatically be reverted back to normal status. If your property is still available after 72 hours, you can re-activate the "Move In Now" feature.

If a property needs to be removed from the "Move In Now" status before the end of the 72 hour period, please contact a CHBO Property Specialist to remove.

Get to Top of Search Results

Your property goes to the top of the search results every time you log-in to your myCHBO account. You don't have to do anything more than simply log-in daily to check and update your CHBO account and then your listing will be at the top. This feature ensures CHBO landlords are regularly updating their property's listing and gives the end-user searching for properties a higher quality experience. Note: Sponsored Properties will remain at the top before active listings.



Text Messaging This feature alerts you immediately if you have an email housing request. Turn on this feature located in your property listing to ensure you don’t miss out on a potential tenant deal because there was a delay in getting email leads.

Marketing Exposure

CHBO actively markets corporate housing coordinators, traveling executives and other business travelers who regularly need corporate housing and who are registered on CHBO.

Listing Upgrades

Need to get your property rented today? CHBO offers a variety of ways to upgrade your listing to increase its exposure on the CHBO website on an as-needed basis.

Geographic Indexing

Your property is conveniently searchable by metropolitan area, city, and zip code.

Keyword and Event Searching

Tenants also can easily find your property using keywords and special events. Keywords are individual words or phrases found throughout your property listing.

Additional Photos

Improve the effectiveness of your listing by posting 15 additional photos.

Banner Ads Contact CHBO directly to learn more about advertising your property or company through banner ads on the CHBO website.

Bulk Rates Bulk rates are available for 10 or more properties. See the CHBO website for details.

Highlighted Search Result Listing

A highlighted property allows your property to stand out in the crowd listings. These listings have a grey box around them so they visibly stand out when tenants are browsing properties.

Sponsored Property in Search Results

A sponsored listing will move your property to the top of the page, before the search results are even listed. It ensures your property gets noticed first!

Home Page Featured Property

The home page listing enables you to maximize your potential visibility, traffic and search engine exposure by adding your property to the featured list of properties spotlighted on the right sidebar on the CHBO home page.

More information about each program and rates available on the CHBO website.



Appendix E: Becoming a CHBO Affiliate

If you're a corporate housing company, Realtor or other real estate industry professional, you can get rewarded for referring people to CHBO.

The CHBO affiliate program is offered through Share a Sale. If you sign up as a CHBO affiliate on ShareASale.com (http://www.shareasale.com/shareasale.cfm?merchantID=36706), you will be given a unique URL. You can then use that URL link and share it with others you think might be interested in CHBO.

When someone uses that link to purchase a rental property listing from the CHBO site, cookies track the visitor back to you and notify CHBO of the purchase. CHBO will then give you a 15% commission from the purchase. The average commission earned from the purchase of a listing is about $40.

A good way to drum up more sales is by sharing your CHBO affiliate link regularly with your client or reader base. For example, a real estate or corporate housing company or investment blogger might create a button ad for CHBO and post it on their website - the link would use their affiliate URL.

Questions about the program should be directed to our CHBO team member, Jeremy, at 504-708-2223.


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